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THE BUSINESS MAN’S ENGLISH 


THE MACMILLAN COMPANY 

NEW YORK • BOSTON • CHICAGO • DALLAS 
ATLANTA • SAN FRANCISCO 

MACMILLAN & CO., Limited 

LONDON • BOMBAY • CALCUTTA 
MELBOURNE 

THE MACMILLAN CO. OF CANADA, Ltd. 

TORONTO 


























































I 



6 

£ 

.2 

o 

3 

k 

03 

£ 

o 

O 


K. 




A WELL-ARRANGED OFFICE INTERIOR 






THE BUSINESS MAN’S 
ENGLISH 


SPOKEN AND WRITTEN 


BY 

WALLACE EDGAR BARTHOLOMEW 

H 

SPECIALIST IN COMMERCIAL EDUCATION, NEW YORK STATE 
EDUCATION DEPARTMENT 

AND 

FLOYD HURLBUT ' 

SUPERINTENDENT OF SCHOOLS, BAY SHORE, N. Y. 


Nnu fork 

THE MACMILLAN COMPANY 

1920 

AH rights reserved 





Copyright, 1920 

By THE MACMILLAN COMPANY 
Set up and electrotyped. Published September, 1920. 



SEP -9 1920 " 

l 

©CI.A597331 

'V 



«*'Vv0 


PREFACE 


This book aims, as its name suggests, to interpret English 
as it is used today by the careful business man. The authors 
do not labor under the delusion that business English is a lan- 
guage distinct and apart from other good English, but they 
are convinced that the business man gives to English a direction 
and an emphasis that require special presentation. 

Some of the things that a business man may fairly demand of 
his assistants are : 

1. A knowledge of how business is done. 

2. An understanding of English as used in business. 

3. The ability to speak and write the English of business. 

One of the great aims of this book is to impart a knowledge 

of how business is transacted. This is done, first, through a 
thoroughgoing treatment of such topics as Credits and Collec- 
tions, the English of Selling, the Supervision of Correspondence, 
and Filing and Indexing; second, through the introduction of 
nearly a hundred topics that require the investigation of def- 
inite points of business procedure. 

The book aims also to insure the understanding of the English 
of business through the introduction of an unusually large 
number of exercises that deal directly with business situations. 
These exercises, together with the abundant illustrative ma- 
terial, create a business atmosphere that pervades the entire 
book. Features new to books on business English are the chap- 
ters devoted to the special study of business synonyms and of 
common expressions peculiar to business. 

Oral English is given prominent treatment because of its im- 
portance in the transaction of business. One chapter is devoted 
to pronunciation and another to the preparation and arrange- 
ment of material for the oral reports, which number about a 
hundred. Oral salesmanship is treated in a special chapter. 

The letter is regarded as the fundamental type of written 


v 


VI 


PREFACE 


business English, and its forms and uses are given extended 
treatment. Because of the abundance of excellent material, ad- 
vertising is thoroughly studied as the best introduction to the 
principles of salesmanship which are later applied in advertise- 
ment writing, sales letters, and oral salesmanship. The growing 
importance of the business report is recognized in the chapter 
on Report Writing. 

The comprehensive index and the alphabetic arrangement of 
the more frequent mistakes of English in the chapter on Common 
Errors are features which, we believe, will commend themselves 
to those who are seeking a desk manual for quick reference. 

The authors acknowledge their indebtedness to the great or- 
ganizers of industry and to those writers who are showing what 
an increasingly important part English plays in modern busi- 
ness. For valuable suggestions and for permission to make use 
of much original material, they acknowledge special indebted- 
ness to the following persons and firms: 

H. N. Rasely, Secretary, Better Letters Association, Wor- 
cester, Mass. ; L. A. McQueen, Correspondence Supervisor, The 
B. F. Goodrich Rubber Co., Akron, Ohio; Nelson A. Durand, 
Thomas A. Edison, Inc., Orange, N. J.; Henry Hathaway, Busi- 
ness Manager, Good Housekeeping Magazine , New York; E. V. 
Syrcher, Art Metal Construction Co., Jame'stown, N. Y. ; Charles 
E. Gamble, Ernest Gamble Concert Co., Sewickley, Pa.; Dr. W. 
R. Price, State Department of Education, Albany, N. Y. ; Lloyd 
Cheney, State Department of Education, Albany, N. Y.; 
William J. Leonard, Gibson-Snow Co., Albany, N. Y.; Rogers 
Peet Company, New York; John Wanamaker, New York; Gim- 
bel Brothers, New York; Colgate & Co., New York; The Review 
of Reviews Co., New York; Hammacher, Schlemmer & Co., New 
York; Tooker & Marsh, New York; The Goodyear Tire & Rub- 
ber Company, Akron, Ohio; Globe Wernicke Company, Cin- 
cinnati, Ohio; The Shaw-Walker Co., Muskegon, Mich.; Yaw- 
man and Erbe Mfg. Co., Rochester, N. Y. W. E. B. 

F. H. 


CONTENTS 


CHAPTER PAGE 

I. The Business Man’s English i 

II. The Vocabulary of Business 6 

III. Common Errors % 12 

IV. The Sentence — Clearness 55 

V. The Sentence — Emphasis 64 

VI. The Paragraph 68 

VII. Punctuation 76 

VIII. Speaking the Business Man’s English 87 

IX. Pronunciation 92 

X. Choosing the Right Word 106 

XI. Spelling 119 

XII. Letter Form and Arrangement 136 

XIII. The Simpler Types of Business Letters 171 

XIV. Credits and Collections 181 

XV. The Adjustment of Claims 193 

XVI. The English of Selling — Advertising 198 

XVII. The English of Selling — Sales Letters 207 

XVIII. The English of Selling — Oral Salesmanship 224 

XIX. Form Letters and Form Paragraphs 230 

XX. The Supervision of Correspondence 237 

XXI. Letters of Introduction and Recommendation . . . 243 

XXII. Letters of Application 246 

XXIII. Other Forms of Communication 260 

XXIV. Parliamentary Procedure 278 

XXV. Report Writing 282 

XXVI. Proof Reading 286 

XXVII. Filing and Indexing 291 

XXVIII. Postal Information 3°3 

XXIX. Abbreviations and Signs 307 

Appendix 3 11 

Index 333 

vii 



THE BUSINESS MAN’S ENGLISH 



BUSINESS MAN’S ENGLISH 


CHAPTER I 

THE BUSINESS MAN’S ENGLISH 

It is a mistake to suppose that one who has pursued the 
usual English courses of high school or even those of college, 
needs no further study of English in order to become a master 
of the English of business. Business correspondence and the 
English of salesmanship and of adjustments have come to be 
recognized as vital in every business organization. A person 
who fails to see this is doomed to almost certain failure in 
the face of the active competition which he must meet. 

In the last few years a great change has taken place in the 
use of English in business, particularly in business letters. The 
old Y ours-of-the-ioth-instant-received-and-contents-noted letter 
with its T hanking-you-for-past-favors-and-soliciting-a-contin- 
uance-of-the-same ending has given way to the letter which 
really expresses the personality of the writer and which at 
the same time keeps in mind the needs of the reader. 

Aims of the business man’s English. Unlike literary Eng- 
lish, business English never aims merely to please the reader or 
hearer. Its usual aims are 

1. To convey exact information 

2. To impel the reader or hearer to act favorably 

The first aim would be prominent in describing a tract of 
land which is for sale, or in explaining the action of a twelve- 
cylinder engine. The second and commoner aim would pre- 
dominate in writing an advertisement for talcum powder or cut 
glass vases for a woman’s magazine. The object here would 

i 


2 


BUSINESS MAN’S ENGLISH 


be not so much to give a technical description of the article as 
to impel the reader to buy it. 

Understanding the business man’s English. While the lan- 
guage of business is in no sense a separate language, it has a 
large number of expressions which are entirely foreign to liter- 
ary English. Protest waived , unit cost , and minimum car load 
mean little to the average high school boy or girl. It goes with- 
out saying that a knowledge of expressions like these, com- 
mon to business, is absolutely fundamental to the mastery 
of the business man’s English. The stenographer who tran- 
scribed, “This is the first time that England has floated alone 
in the United States,” may have known shorthand, but she 
was not familiar with the business expression to float a loan. 
In this book are a large number of exercises and expressions 
peculiar to the English of business. These expressions should 
be mastered so thoroughly that they can all be used 
correctly. 

The “ You Approach.” The successful business man now 
recognizes that in sales letters, adjustment letters, and col- 
lection letters as well as in personal salesmanship, he must 
approach the situation from the customer’s viewpoint. If the 
prospect is to be impelled to act favorably, he must be approached 
through something in which he is already interested. The 
problem then becomes one of winning the prospect over from 
the thing in which he is interested to that in which the writer 
or salesman is interested. This is a problem worthy of any 
man’s best efforts. 

Fitting the language to the reader. A letter or a sales talk 
that would be good for one prospect might not be at all appro- 
priate for another. You must always think of your letter or 
your talk from your prospect’s viewpoint. Compare the two 
letters which follow. The first one was written to a farmer in 
response to an inquiry regarding apple trees. Notice the care 
that the writer has taken to impress upon the cautious farmer 
the unquestioned reliability of his house. 


THE BUSINESS MAN’S ENGLISH 


Dear Sir: 

In response to your request, we are pleased to send under 
separate cover our new catalog of trees, shrubs, roses, and 
hardy plants. The catalog may arrive a day or two later 
than this letter. If it is not received within a reasonable 
time, please drop us a postal and a duplicate will be sent. 

Our friends tell us that we have the most complete nurs- 
ery stock in America. You will be sure to find in our catalog 
all the tested standards and the novelties of conspicuous 
merit. Our advice in selecting is yours without charge. 

In considering our offers, please remember that 76 years of 
knowledge and integrity stand back of each article. We 
value our reputation very highly. Our best recommenda- 
tion is that you ask about us of the best authority you know. 

Please remember also that we are actual growers, that we 
have no agents, and that we sell to you through the medium 
of our catalog only. You therefore have no agent’s commis- 
sion to pay and are sure of doing business with a responsible 
firm. 

We shall greatly appreciate any order that you may have 
for us and feel confident that it will be filled to your satis- 
faction. This has been our guarantee to customers for over 
three-quarters of a century and will be yours also. 

Respectfully yours, 

Observe the very different tone of the following letter. It 
was written by an entertainer to one of a committee inter- 
ested in good attractions. Even the letter itself is enter- 
taining and suggests that the company must be a live one. 

Dear Committeeman: 

This is a circular letter but I could not make it more per- 
sonal if I took my pen in hand and wrote you in my flowing 
Spencerian script. Besides, this has the advantage of being 
legible. 

Everybody appreciates the economic value of your Uncle 
Samuel’s parcel post. Did you ever think of the saving to 
you in booking your lecture course by mail? 

It costs me 8% of our fees to book the Ernest Gamble 
Concert Party by mail contrasted with the bureau’s 40% 
to 50% expense. Postage stamps are cheap; good agents 
are worth their weight in gold — your gold. 


4 


BUSINESS MAN’S ENGLISH 


If you want a novelty, why not have the novelty of legiti- 
mate music, done by master musicians in a manner that any 
one can understand? Music played to the heart, not over 
the head. 

My artists are not the “coached” kind: they do not 
“double in brass.” Our concerts are free from eccentricities, 
bell tolling, xylophone tinkling, and other semi-vaudeville 
clap-trap and humbug. 

There’s as much difference between the Gamble Concert 
Party and most lyceum musical attractions as there is be- 
tween a steam calliope and a cathedral pipe organ. 

I’m booking next season’s tour from Hell Gate to Golden 
Gate right now. You’ll be surprised and delighted with the 
Talkbook I’m waiting to send you. The thrills and joys of 
life are none too many — you can’t afford to miss either the 
Talkbook or the Gamble Concert Party. 

Hoot mon, the Gambles are cornin’! 

Charles W. Gamble, 

Lone Pilot. 

N. B. Yes, you can get Ernest Gamble’s record of his 
famous “Bandolero” song by asking your dealer or writing 
direct to the Victor Talking Machine Co., Camden, N. J. 

The message and the message plus. Not a few people think 
of business letters as examples of brevity of expression and 
nothing more. It is true that of two equally clear expressions, 
the business man chooses the briefer. Where the school boy 
might say, “Be sure to write and let me know as soon as you 
receive the money,” the business man would say, “Please ac- 
knowledge receipt of the draft.” 

This does not mean, however, that the business man aims 
chiefly at brevity. No matter how unimportant the letter may 
be which he is called upon to dictate, the modern correspondent 
keeps in mind that his greatest task is the building up of the 
firm’s good will. Every letter or sales talk, therefore, should 
have the We’re-here-to-serve-you spirit and should consider the 
ultimate advantage of holding customers by pleasing them, 
rather than the immediate advantage of making a sale or 
collecting an account that is somewhat overdue. The message 


THE BUSINESS MAN'S ENGLISH 


5 


plus means, then, putting the spirit of the square deal into 
every business communication whether written or oral. 

The importance of business English. The fact that many 
of the great business organizations of the country maintain 
schools of their own to train their executives and their office 
help in the use of forceful business English is in itself sufficient 
proof that the subject must be well worth while. Make it your 
aim to master every phase of the subject. The demand will 
always exceed the supply of those who are really masters of the 
business man’s English. 


CHAPTER rr 


THE VOCABULARY OF BUSINESS 


Business expressions. Just as the watchmaker uses techni- 
cal words, such as balance staff, crystal, and pinion, and the 
motorist speaks of advancing the spark, so the business man 
makes use of expressions that are strange, or even meaning- 
less to those not familiar with the phraseology of business. 

Brevity and clearness may be secured by avoiding roundabout, 
or wordy, expressions. In reading over what you have written, 
be on the alert for opportunities to substitute terse expressions 
for long ones. A schoolboy would probably say, “The man who 
received the goods shipped must notify the one who shipped 
them, of any items that are missing.” The business man would 
say, “The consignee must immediately notify the consignor of 
any shortage.” This is clearer, shorter, and more forceful. 


EXERCISE 


Look up the meaning of the following business expressions 
and use them to make the sentences given below, briefer and 
more forceful. 


in the aggregate defray expenses 

in the market acknowledge receipt 

installment plan accrued interest 

on the market option 


liquidate 
discharge a debt 
accessories 
lessee 


1. I have been given the privilege of buying the house at $4,500 
if I want it at that price. 

2. We bought our player piano by making a small payment at 
the beginning and then paying a few dollars a month till it was paid for. 

3. His debts will amount to over $1,000 when they are all put 
together and added up. 


6 


THE VOCABULARY OF BUSINESS 


7 

4. This man keeps all the little parts and supplies which auto- 
mobile owners are likely to need. 

5. The man that rented this house from the woman that owns 
it has the privilege of buying it within a year at $2,100. 

6. The firm has .been compelled to close its doors and settle its 
debts by paying a certain percentage of what it owes each creditor. 

7. We are now ready to buy a new typewriter and are looking 
around to see where we can do best. 

8. I will advance you $10 which will help you to pay your car 
fare and hotel bills on your trip. 

9. The Underwood typewriter has been manufactured and sold 
for a number of years. 

10. If I assign this mortgage to you, it will cost you the face, $1,000, 
and the interest which the mortgage has earned for the last 8 months 
and which is unpaid. 

11. Please write and let me know as soon as you receive the money. 

12. Your check for $100, inclosed with your letter of April 15, is 
not large enough to pay all you owe me. 

EXERCISE 

Substitute one of the following business expressions in each 
of the sentences given below. Remember that the business 
man is not satisfied with a sentence that is grammatical; he 
demands also that it be forceful. 

addressee credit memorandum disbursements 

New York exchange to lapse sinking fund 

to mature insolvent carriage prepaid 

1. For years we have maintained a separate fund to enable us to 
meet any unexpected expense. 

2. The firm agrees to remit by money order or bank draft which 
can be cashed without collection fees almost anywhere in the eastern 
states. 

3. The debts of this company are said to be so much greater than 
its assets that it cannot pay its bills. 

4. This insurance policy has expired and is therefore worthless. 

5. We quote these shoes at $6.40 a pair delivered free of charge 
at your place by parcel post or express. 

6. I have to render a careful account of all the money that I pay 
for the company out of my own pocket. 


8 


BUSINESS MAN’S ENGLISH 


7. We have several obligations which will have to be paid on May 1. 

8. The person to whom the letter had been sent could not be found. 

9. We are inclosing an itemized statement of the goods which you 
returned and we have given you credit for $26.65. 

EXERCISE 

Study these business expressions and substitute them where- 
ever possible in the following sentences: 

to levy demurrage to depreciate 

to reimburse creditor verbatim 

extension receiver 

1. J. B. Mason has been appointed by the court to take over and 
conduct the affairs of the business of the firm. 

2. We have to pay the railroad $1.50 extra because we kept the 
car one day more than the two days allowed for unloading. 

3. I shall be paid back by the firm all the money that I pay out 
on its account. 

4. The collector threatened to seize my automobile and sell it for 
taxes. 

5. Machinery is sure to grow less and less valuable the longer it is 
used. 

6. His speech was reported word for word just as he spoke it. 

7. Hill & Company ask for a month longer in which to pay their 
biff. 

8. Land around here is cheaper than it was formerly. 

9. He offered to settle with all the people whom he owed on the 
basis of 20 cents on the dollar. 

EXERCISE 

Study the following expressions and substitute them wherever 
possible in the sentences given. 

account sales minimum car load side line 

resume operations available data nominal price 

enhanced values bona fide en route 

1. I believe their offer is made in the best of faith. 

2. The manager of our firm is now traveling on his way to Montreal. 

3. We expect to begin work again at the mill next week. 


THE VOCABULARY OF BUSINESS 


9 


4. Real estate men report that the prices of real estate are ad- 
vancing. 

5. The factor sent me a statement of what my cabbages sold for 
and what his expenses were. 

6. One hundred and ten barrels of cement is the smallest number 
that the railroad will accept at car load rates. 

7. He is really a tobacco salesman, but he carries candies and visits 
candy stores along his route. 

8. Fifty cents, the price we charge, is really no price at all, but 
merely a guarantee of your sincerity. 

9. We have collected all the information that we can find regard- 
ing the transaction. 

EXERCISE 

Substitute the following business expressions for the less 
forceful parts of these sentences: 

fiscal period send tracer gross earnings 

in transit claim for shortage good will 

current prices to expedite matters 

1. In order to hurry things up as much as possible, we sent Mr. 
Brundage to confer with the chairman direct. 

2. We will have the railroad company begin at once to see if they 
can locate the lost car by telegraph. 

3. The company made $60,000 last year, not taking out the run- 
ning expenses. 

4. The favorable reputation of the firm is worth $6,000. 

5. I told the freight agent that I did not get all the goods that 
were sent. 

6. He thinks that some of the articles must have been lost while 
the goods were on the way here. 

7. Three months is the length of time that we include in our finan- 
cial reports. 

8. The prices that grains are bringing now are higher than last 
year. 

EXERCISE 

Explain the meaning of the italicized expressions in the follow- 
ing sentences: 

1. We quote the following net prices,/. 0. b. your city. 

2. They have been obliged to suspend business. 


IO 


BUSINESS MAN’S ENGLISH 


3. He succeeds his father as manager of the company. 

4. It is hoped that he will succeed as well as his father. 

5. Our representative will call on you about the 4th proximo. 1 

6. This distribution of the expense would be equitable. 

7. His business is on the decline. 

8. It is conceded that we have the best vacuum cleaner on the 
market. 

9. It is an open question whether the consumer pays the cost of 
advertising an article. 

10. The market is flooded with cabbage just at present. 

11. Our operatives all work on the piece-work plan. 

12. I have before me a resume of the secretary’s report. 

13. I have made a few excerpts from the President’s message. 

14. D. V. Wilson and J. Bernstein bought the goods on joint 
account. 

15. This sale will eclipse all others. 

16. We sell on the installment plan. 

EXERCISE 

Explain the meaning of the italicized expressions. 

1. We put forth every effort to minimize errors. 

2. The steamer makes fortnightly trips. 

3. I believe in this movement, but I do not care to take the initia- 
tive. 

4. The insurance rate is 75 cents a hundred for three years. 

5. Our freight boats make the round trip in two days. 

6. Real estate men report enhanced values. 

7. Burch, Snider, and Benedict have dissolved partnership. 

8. We must replenish our stock. 

9. There has been a marked decline in exports. 

10. Sales have not reached last year’s level. 

11. We believe current prices are as low as they are likely to go. 

12. The prevailing price for strawberries has been 12 cents. 

13. Michigan dealers are making shipments of unexampled size. 

14. There is a brisk demand for iron products. 

15. Our stock of shelf hardware is depleted. 

16. Cotton is the great staple of the South. 

1 This expression is no longer considered in good use, but its meaning 
should be understood. 


II 


THE VOCABULARY OF BUSINESS 
EXERCISE 

Explain the meaning of the italicized expressions in the fol- 
lowing sentences: 

1. We cannot accede to your terms. 

2. This book is sold by subscription only. 

3. We shall put forth every effort to prevent a recurrence of this error. 

4. This matter must be held in abeyance till Mr. Scranton comes 
in from the road. 

5. The items of an order should be in tabular form. 

6. Subject to immediate acceptance by wire , we quote as follows: 

7. These articles make an attractive window display. 

8. The report has not been confirmed. 

9. We are in the market for two cars of beans. 

10. The company enjoys a monopoly. 

11. England always has an unfavorable balance of trade. 

12. We are in position to fill orders promptly. 

13. We might give a demand note. 

14. The firm mentioned is solvent. 

15. We have a tacit understanding with the jobber. 

EXERCISE 1 

Explain the italicized expressions. 

1. Price, 25 cents a box, postpaid. 

2. In spite of discouragements, he feels sure of idtimate success. 

3. We have confidential information regarding this man. 

4. July 30 is the end of our fiscal period. 

5. Failure is the inevitable result of following such a policy. 

6. We have eight cars of long leaf pine in transit which we will sell 
at a very low figure. 

7. We will accept short time paper , properly indorsed. 

8. Fictitious values are common during real estate booms. 

9. To expedite matters, we will accept your offer. 

10. P. H. Sackett has just gone into bankruptcy. 

11. Three items were inadvertently omitted. 

12. Brown & Sharpe have made an assignment. 

13. The horse has been superseded by the automobile. 

14. The remuneration is small, but there is abundant opportunity 
for advancement. 

15. Our manager does not think the plan feasible. 

1 Additional exercises of this type will be found in the Appendix. 


CHAPTER III 


COMMON ERRORS 

THE VERB IN SPOKEN ENGLISH 


Mastering the points in this chapter means more than 
reading them over and understanding them. The instant 
recognition of grammatical difficulties and the habitual avoid- 
ance of common errors are essential to good oral English. 
It is one thing to be able to write good English and quite 
another thing to be able to speak it when little time is given 
for reflection. 

Singular verb. The simple rule that a singular subject 
requires a singular verb presents the following special 
difficulties: 

i. After certain nouns. Some nouns appear to be plural 
when, in reality, they are singular and require a singular 
verb. Among these may be mentioned: 


politics is 
economics is 
summons is 
memorandum is 
focus is 
corps is 


news is 

mathematics is 
terminus is 
formula is 
alumna is 
alumnus is 


five dollars is 
physics is 
athletics is 
phenomenon is 
molasses is 


2. After a singular subject with plural modifiers. This 
is one of the commonest difficulties even in written English. 

One of the bills has been mislaid. Not have been mislaid. 

Not one of the stenographers is free. Not are free. 

The number of uncollected, and perhaps uncollectible, accounts is 
large. Not are large. 


12 


COMMON ERRORS 


x 3 


3. After each, every , everybody, every one, anybody , any 
one. These words always require a singular verb. None 
is followed by the singular when it means not one , by the 
plural usually when it means not any. 

Every one is expected to be at his desk on time. 

Each of us is held responsible to the company. 

Which of these shipments are ready for packing? — None are ready 
yet. 

Let me have the Prospect House meat order for tomorrow. — None 
has been received. 


4. After two subjects taken as one. Care should be taken 
not to omit the article before the second noun when the two 
subjects are not to be taken as one. 

The president and the secretary are required to sign all orders 
upon the treasurer. (Two persons.) 

The secretary and treasurer is preparing his report. (One person 
holding two offices.) 

Our indexing and filing clerk is ill. 


Plural verb. The following special difficulties should be 
mastered: 

1. After certain nouns. A few foreign plurals present diffi- 
culty because they appear to be singular. 


data are 
errata are 
phenomena are 
foci are 
termini are 
media are 
assets are 
odds are 


memoranda are 
formulae are 
alumni are 
alumnae are 
radii are 
crises are 
annals are 
earnings are 


goods are 
wages are 
thanks are 
oats are 
trousers are 
shears are 
proceeds are 
scissors are 


2. After a relative pronoun with plural antecedent. Since 
the singular of relative pronouns does not differ from the plural 
in form, it is necessary to determine the number by referring 
to the antecedent of the relative. 


14 


BUSINESS MAN’S ENGLISH 


This is one of the best motors that have been put on the market. 
Not has been put. 

The refrigerator is one of the items which are short in the shipment. 
Not is short. 


Singular or plural verb. Certain expressions are followed 
sometimes by the singular, sometimes by the plural verb, 
i. After certain plural nouns. The following sentences will 


illustrate some of the commoner 

This means has been consid- 
ered improper. 

This dress goods is guaranteed 
fast color. 

The contents of this can is one 
quart. 


instances: 

Such means are never to be 
used. 

These goods are cheap at the 
prices we have quoted you. 

The contents of this letter are 
interesting. 


2. After collective expressions. These expressions take a 
singular verb when the subject is thought of as a unit, and a 
plural verb when the individuals are considered separately. 


The company is making ex- 
tensive changes in its equipment. 

The board of directors has 
taken no action. 

The committee is unanimously 
in favor of the plan. 


The military company are busy 
cleaning their equipment. 

The board of directors have 
not chosen their chairman. 

The committee have not been 
able to agree on a plan. (Here 
committee must be considered 
plural; otherwise there could be 
no disagreement.) 


3. After or, either-or, neither=nor. Singular subjects, con- 
nected by these words, take a singular verb; plural subjects, a 
plural verb. When one subject is singular, the other plural, 
the verb agrees with the nearer subject. 


Mr. Rogers or Mr. Lloyd is expected here to-morrow. 

Is the shipping clerk or the bookkeeper responsible for this error? 
Neither the company nor its agent is liable for this loss. 

Neither apples nor peaches are to be had in the market. 

Neither the extensions nor the footing has been checked. 

Either the company or its agents are responsible. 


COMMON ERRORS 


i5 


4. After certain singular nouns. The two nouns number 
and majority give the greatest trouble. 


A part of the mechanism is not 
here. 

The number of idle men is in- 
creasing. 

The number of positions open 
now is not large. 

The majority of the stock is 
owned by one man. 

Five per cent is all we will pay. 

Twenty-five per cent of the 
fruit is spoiled. 


A part of the crew were saved. 

A number of men are now idle. 

A number of vacancies are to 
occur soon. 

The majority of our men are 
working overtime. 

Twenty-five per cent of the 
apples are frozen. 


5. With there and here. There is is used before expressions 
thought of as singular; there are , before those thought of as 
plural. Here is, here are, there was, there were are similarly used. 


There is ten dollars. 

There is the number of the 
shipment. 

Here is some fine dress goods. 

There is the entire contents of 
the box. 

There is another means of 
reaching him. 


There are five in the family. 

There are a number of mistakes 
in your work. 

Here are the goods you ordered 4 
yesterday. 

There are all the data needed. 

There are the memoranda. 

There are the proceeds of his 
note. 

There are none of us that do 
not make occasional mistakes. 


EXERCISE 


Choose the correct form of verb from those shown in paren- 
thesis in the following sentences, giving the reason for your 
choice in each instance. Try to become so familiar with the 
correct form that the incorrect form will not “sound right.” 

1. The firm (has, have) instructed its agents to accept no checks. 

2. I believe such means (is, are) unfair. 

3. The secretary and treasurer (one person) (was, were) present, 
prepared to give (his, their) report. 


i6 


BUSINESS MAN’S ENGLISH 


4. One of our transfer cases (is, are) missing. 

5. This magazine subscription and the premium book (is, are) 
a bargain. 

6. This magazine with the premium book (is, are) a bargain. 

7. The contents of this box (is, are) soap. 

8. Our system of indexing and filing (is, are) so simple that a 
child can understand (it, them). 

9. If anybody (has, have) been overcharged, (he, they) should 
report the matter. 

10. There (was, were) only five persons present. 

11. None of us (knows, know) when (he, they) may be injured by 
an accident. 

12. I think all the data (is, are) now available. 

13. The market news this morning (is, are) reassuring. 

14. The summons of a court (is, are) not to be disregarded. 

EXERCISE 

Use each of the following expressions as subject of the skeleton 
sentence given below, choosing the correct verb form in each 
instance: 

* Manton as well as Dodge Brothers Neither of the firms 
Manton together with Dodge Brothers The Chamber of Commerce 
Manton and Dodge Brothers All of us 

Neither Fisk nor Warren None of us 

Either their company or ours Not one of us 

Not only Manton but also Dodge Brothers 

(is, are) preparing for increased business next year. 

Wrong verb forms. Almost every section of the country 
has its own peculiar expressions, or localisms. Learn from 
your teacher, or from some one who has traveled, what are 
the expressions peculiar to your locality. Too frequent 
use of such expressions will stamp you as provincial if you 
go away from home. The boy who says, “I don’t guess I 
better would,” for “I don’t think I ought to,” would be 
ridiculed in most places. Some of the more general errors 
of form are listed below: 


COMMON ERRORS 


17 

ain’t for am not, is not, are not. I'm not , it's not, they're not, etc., 
are the correct contractions. 

hain’t for has not, have not. Hasn't and haven't are correct. 

want for was not, were not. Wasn't and weren't are the correct forms. 

had ought for should, or ought to. 

He ought to go at once. Not He had ought to go. 

She ought not to be blamed. Not She hadn’t ought to be blamed. 
They shouldn’t be expected to complete the work in that time. Not 
They hadn’t ought to be expected. . . . 

of for have. In slovenly speech could of, might of, would of, and 
should of are sometimes heard, and even written, for could have, etc. 
I might have shipped your order sooner if complete shipping direc- 
tions had been given. Not I might of shipped. . . . 

used to could for used to be able to. I used to take {or used to 
be able to take) dictation at 150 words a minute. Not I used to 
could take. . . . 

would have for had. In present conditions contrary to fact use had. 
If I had more time, I should take up the study of Spanish. Not 
If I would have more time. . . . (The fact is I haven’t the time.) 

EXERCISE 

In the sentences given below, choose the correct forms and 
read each sentence aloud several times: 

1. I (ain’t, am not) sure which is correct. 

2. I (hain’t got no, haven’t any, have no) other samples to show 
you. 

3. He should (have, of) known better than to indorse Riley’s note. 

4. He said he (want, wasn’t) going to the meeting. 

5. If the United States (had, would have) more ships, she could 
build up a powerful merchant marine. 

6. He (used to, used to be able to, used to could) add very rapidly. 

Confusion of tenses. Care should be taken to distinguish 
the past tense from the present perfect tense. 

Present perfect Past 

I have been very busy all day, I was very busy last week , 
this week, for a week, for a long yesterday, on Tuesday, when you 
time, every time I have visited the came, after I saw you. 
city, all summer, since coming here. 


i8 


BUSINESS MAN’S ENGLISH 


They bought goods of us for a number of years. (But they have 
discontinued buying.) 

They have bought goods of us for a number of years. (And they 
are still buying.) 

I worked for Mr. Emery for two months last summer. Not I have 
worked for Mr. Emery for two months last summer. 

Special verbs. Several verbs give difficulty for various 
reasons. The points indicated here deserve careful study. 

be, is. Although the subjunctive mode is going out of use, the sub- 
junctive be is still retained in certain formal expressions. 

Resolved , That this resolution be spread upon the minutes of the 
society. Not is spread. 

Upon motion of Mr. Horton, it was voted that the ban on the em- 
ployment of foreign-born laborers be lifted. Not is lifted. 

A resolution was carried unanimously that the president appoint 
a committee of three to investigate and report. Not appoints. 

was, were. With plurals use were. Since the pronoun you is his- 
torically a plural, it requires a plural verb. You was and was you 
are never correct. 

We were surprised not to receive your monthly order for September. 

Were you careful in checking as you unpacked the goods? 

The lag screws were not with the rest of the shipment. 

There were several bids. 

In wishes and in present conditions contrary to fact, use were. This 
is really a subjunctive form. 

I wish I were in your position. (But I am not.) 

She wishes she were able to take notes more rapidly. (But she 
cannot.) 

I wish Mr. Bacon were here now. (But he isn’t.) 

If I were you (but I’m not), I should not give up my present 
position. 

If the order were not so large (but it is large), we might be able to 
make shipment today. 

EXERCISE 

Use the correct form — was or were — in the following sentences: 

1. I should take a car load, if the price not so high. 

2. Since the price exorbitant, we did not buy. 


COMMON ERRORS 


19 


3. " I was treated as though I — — an old employee of the firm. 

4. it not for this defect, we should gladly purchase this ma- 

chine. 

5. If he here yesterday, I did not see him. 

6. If you interested, I should be glad to show you samples of 

linen paper. 

7. If the freight always on time, we could guarantee daily 

delivery before 3 p. m. 

8. If he at the meeting, why didn’t he raise an objection when 

the resolution was being considered? 

9. If the collateral not sufficient, why was the loan made? 

10. If the address not correct, how could the letter have been 

delivered? 

don’t, doesn’t. Don't is a contraction for do not , doesn't for does 
not. We may say, “You don’t know what I have found,” but we 
must not say, “He don’t know what I have found,” because this 
would mean, “He do not know what I have found,” which would be 
absurd. 

EXERCISE 

Bearing in mind that don’t means do not , insert either don’t 
or doesn’t in each of the following expressions: 

1. The Boston mail come till ten o’clock. 

2. The stores open till eight o’clock in the morning. 

3. this negotiable paper require indorsement? 

4. — — these invoices go into the invoice book? 

5. The new clerk do his work very carefully. 

6. It always happens when you expect it. 

7. It make any difference to me. 

8. The books show the form in which the payment was 

made. 

9. The board of directors agree among themselves. 

10. Our bookkeeper like this ink. 

11. It seem possible. 

12. He — — buy of us now. 

13. He goes to the city every day, he? 

14. Why he reply to our letter? 

15. This parcel belongs to you, it? 

16. The company give us many holidays. 


20 


BUSINESS MAN’S ENGLISH 


17. this firm furnish better pencils than these? 

18. The cashier give a receipt when we pay him. 

19. He think it is necessary. 

20. It take long to make out a receipt. 

21. This book tells about form letters, it? 

22. He — — ■ think it pays. 

lay, lie. These words must be used with discrimination. It is 
incorrect to make lay do service for both lie and lay. 


With 

object 


Today 

I lay it down. 


Yesterday 

I laid it down. 


At other times 

I have laid it down. 


Without I lie down. 
object 


I lay ( not laid) 
down. 


I have lain {not 
laid) down. 


I want to lie down. 

Lie down, Fido. 

The foulard lies on the counter. 

It has been lying there for some 
time. 

You laid it there yourself and it 
has lain there ever since. 

The mistake lay in his inter- 
pretation of the report. 


Not I want to lay down. 

Not Lay down, Fido. 

Not The foulard lays. . . . 

Not It has been laying there. . . . 

Not it has laid there ever since. 
Not The mistake laid. . . . 


EXERCISE 

Use forms of lie or lay , as required. 

1. I have probably the invoice somewhere. 

2. The raw material in the warehouse today just where it 

has for four months. 

3. If you are tired, perhaps you had better down. 

4. The trouble, it seemed, in the ignition. 

5. He the blame on the engineer whom he found ing on a 

bench. 

6. A good salesman will not leave his stock ing on a counter. 

7. The foundations have already been . 

8. The fault in the method. 

9. Our course across the lake toward the southwest. 


COMMON ERRORS 


21 


raise, rise. Care should be taken not to confuse these two words. 
Rise is either a noun or a verb; raise is a verb only. 


With 

object 


Today 

We raise our 
prices ten per 
cent. 


Yesterday 
We raised our 
prices ten per 
cent. 


At other times 

We have raised our 
prices ten per 
cent. 


Without Prices are ris- 

object ing. 


Prices rose ten 
per cent. 


Prices have risen 
steadily. 


Wages are rising slowly. 

Another rise or increase in price is pre- 
dicted. 

He just received an increase in salary. 


Not are raising. . . . 

Not another raise. . . . 
Not a raise. . . . 


EXERCISE 


Insert the correct form of raise or rise. 

1. When the temperature of the room , the thermostat closes 

the dampers of the furnace automatically. 

2. We do not look for another in price before October. 

3. The great demand has the- price till it has to $85 per 

kilo. 

4. If you had earlier, you would have been at the office on 

time. 

5. He has from the position of office boy to that of vice- 

president of the firm. 

6. This yeast makes your bread — — quickly. 

7. He never fails to to the occasion. 

8. The temperature has — — to 67 degrees in this room. 


when sit is the correct 

At other times 

He has set his price. 

He has sat at his 
desk. 


He will sit and talk for hours. 
When I first came in, Parks sat 
in the outer office. 


set, sit. Careless speakers use set frequently 


form. 

Today 

Yesterday 

With 

The printer sets 

He set his price. 

object 

his price. 


Without 

He sits at his 

He sat at his 

object 

desk. 

desk. 


Not He will set and talk. . . . 
Not Parks set in the office. 


22 


BUSINESS MAN’S ENGLISH 


He must have sat there for a Not He must have set there. . . . 
long time. 

Sitting room. Not Setting room. 


EXERCISE 

Use the correct form of sit or set in the following sentences: 

1. I opposite him at the Chamber of Commerce banquet. 

2. Do these machines come — — up or knocked down? 

3. Congress is now ing in extra session. 

4. Some bookkeepers prefer to stand while working, others prefer 

to . 

5. A moment later, Davis came in, the model on my desk, 

wound it, and it going. 

6. We had not been ing there long when the secretary came 

in and down near us. 

7. Let me you right on this matter. 

8. Have you been ing here long? 

9. down and tell me about it. 

10. I am sure I the machine at slow speed. 


can, may. In questions, can is frequently used for may. Can 
denotes ability, while may denotes permission or possibility. The 
past of can is could; the past of may is might. 


May I send you a dozen packages Not Can I . . . ( nor Might I). 

as a trial order? 

When you have finished those Not you can go. 

letters, you may go. 

I should like to talk with you for Not if I can. 

a few minutes if I may. 

let, leave. Both words are verbs, but their meanings differ. Let 
means to permit , to allow; leave means to depart from , to go away from. 


Today 

I let him take 
charge. 

He lets the note 
go to protest. 

I leave a letter for 
Mr. Foster. 

He leaves a large 
estate. 


Yesterday 

I let him take 
charge. 

He let it go to 
protest. 

I left a letter 
for Mr. Foster. 

He left a large 
estate. 


Some other past time 
I have let him take 
charge frequently. 

He has let many notes 
go to protest. 

I have sometimes left 
letters for Mr. Foster. 
I heard he had left a 
large estate. 


COMMON ERRORS 


2 3 


This form 

Let me alone. 

Leave me alone. 
Let the door open. 


Leave the door open. 
Let me do this. 

Leave me do it. | 
Leave me be. J 


Means 

Do not annoy me, though you still remain 
with me. 

Go away from me so that I shall be alone. 

Step away from the door so that it may be 
opened. Do not hinder the opening of 
the door. 

Do not close the door. 

Permit me to do this. 

Nothing. These expressions are not recog- 
nized as correct, though they are com- 
mon in some localities. 


EXERCISE 

Decide what form of let or leave should be used in the 
sentences below. 

1. The new manager has decided to us all quit at 5 o’clock. 

2. me help you with your filing. 

3. We always the petty cash in the safe. 

4. He said he would be glad to me do it. 

5. The head bookkeeper has sometimes the making of the 

profit and loss statement to me. 

6 . As soon as this family the house, it will be to . 

shall, will. Shall and will are commonly used to express: 

A promise 

I (we) will send (promise to send) the goods at once. 

You will receive your money promptly. (I promise you.) 

He (she, it, they) will not be forgotten. (I promise you.) 

Habitual action 

I will forget telephone numbers as fast as I look them up. 

You will be interrupted a dozen times a day. 

He will work on those reports for hours at a time. 

Determination 

I (we) will not tolerate (am determined not to tolerate) such 
conduct. 

You shall not sell our goods for less than the standard price. 

We will refuse to sell to you. 

He (she, it, the firm, they) shall pay for this damage. 


24 


BUSINESS MAN’S ENGLISH 


Expectation 

I (we) shall (expect to, am going to) attend the meeting of 
the stockholders. 

You will be there, of course. 

He (she, it, the firm, they) will (is going to) advance the 
price of this article soon. 

A question 

Questions in the first person use the form shall . 

Shall I admit him? (Do you wish me to admit him?) 

Shall I accept their offer? (Do you wish me to accept? or, 
Do you think I ought to accept?) 

Shall we grant him an extension of time? 

The only exception to the use of shall with the first person in 
questions is in the repeated question when will is echoed 
from the the preceding question. 

Will we extend you credit? Certainly we will. The original 
question was, Will you extend us credit? 

Will I (we) do this next? means Am I willing (Do I intend) 
to do this next? which is an absurd question to ask. 

Questions in the second or third person use the form, shall or 
will , as required in the answer. 

Will you see Mr. Harper now? (Ans. I will.) 

Shall you be glad when this is finished? I shall. 

Shall you be at leisure before long? I shall. 

Will he agree to such a plan? He will. 

Sequence of tenses. Observe the use of shall and will in indirect 
statements. 

Direct statement: I shall go. He will go. 

Indirect statement , 

present time: I think that I shall go . . . that he will go. 

Indirect statement, 

past time: I thought that I should go . . . that he would go. 

should, would. In general, should is used like shall, and would like 
will; but observe these special instances: 

Obligation {ought to) 

I should go now. 

You should return all empties. 

He should not be allowed any discount. 


COMMON ERRORS 


25 


Repeated action {to be accustomed to, used to) 

I would have to listen to his story every time he met me. 

How you would work to get those reports out on time. 

He would make sales to eight out of every ten prospects. 

Conditional sentences {if, unless) 

If I should see him (If I chance to see him), I will tell him of 
your offer. 

If I would do this (were willing to do this), what would you 
pay me? 

If you should fail to receive the goods before June 8, please 
notify us. 

If you would make this deduction, we should appreciate your 
fairness. 

If he should come on the late train, would you be willing to 
see him? 

If he would agree to this stipulation, we would sign the 
contract. 


Some common difficulties. Below are illustrations of the 
more common difficulties in the use of shall and will, should 
and would. 

When these gloves are sold, we shall {not will) not have any more 
like them. (We do not expect to have any more like them.) 

I shall be glad to have you call at my office. {Will be glad would 
mean that I was determined to be glad.) 

We shall be pleased to extend you credit to the amount of $1,000 
a month. {Will would mean determination.) 

If this carelessness continues, I shall {not will) be obliged to cancel 
our agreement. 


I don’t think I shall {not will) 
be able to meet you. 

I don’t suppose you {or he) will 
be able to get the broken sprocket 
repaired. 

He is afraid I will miss my train 
connection. 

They expect that he will resign. 


I didn’t think I should {not 
would) be able to meet you. 

I didn’t suppose you {or he) 
would be able to get the broken 
sprocket repaired. 

He was afraid I would miss my 
train connection. 

They expected that he would 
resign. 


26 


BUSINESS MAN’S ENGLISH 


We shall appreciate your kind- 
ness if you will fill out the blank 
and return it to us. 

If you have any difficulty with 
the addressograph, we shall be 
glad to have our expert visit your 
office. 

If you will try (are willing to 
try) our Acme Cleaner, you will 
not be disappointed. 


We should appreciate your 
kindness if you would fill out the 
blank and return it to us. 

If you should have any diffi- 
culties with the addressograph, 
we should be glad to have our 
expert visit your office. 

If you would try (were willing 
to try) our Acme Clea*ner, you 
would not be disappointed. 


EXERCISE 

Insert shall or will in the following sentences and show why 
the word chosen should be used: 

1. He — - — attend the meeting. 

2. I see him, or you? 

3. Mr. Brewster be here in a moment. I allow him to 

come to your office? 

4. She — — understand later why I cannot grant her request. 

5. We make shipment before July 10. 

6. I stand my ground no matter what happens. 

7. The mill take on new hands next week. 

8. you accept my note at 90 days? 

9. I be glad to refund your money. 

10. He be glad to see you. 

11. — — you be at liberty this evening? 

12. you act as one of my bondsmen? 

13. you keep me informed about the matter? 

14. I see you again before I leave the city? 

15. They be obliged to move their factory. 

16. We be pleased to accept your offer. 

EXERCISE 

Explain the difference in meaning in the sentences below: 

1. Shall he sign the paper? Will he sign the paper? 

2. He will pay me. He shall pay me. 

3. Shall they look for better prices? Will they look for better prices 
later? 

4. You shall not sign that contract. You will not sign that con- 
tract. 


COMMON ERRORS 


27 


EXERCISE 

In this rapid-fire, habit-forming verb drill, each member of 
the class, in rotation, is to use isn't or aren't as the predicate of 
one of the expressions given below, without stopping to complete 
the sentence. The first pupil should be ready to take up the 
exercise where the last one leaves off. When isn't and aren't 
have been used with all the subjects, doesn't and don't should 
follow, then wasn't and weren't. If everybody is attentive, 
the seventy-five answers should be given in two minutes. The 
exercise may be varied by using the interrogative form. 

isn’t, aren’t 
doesn’t, don’t 
wasn’t, weren’t 


The firm 
You 

Our customers 
The boy 

That young lady 
These goods 
It 

This kind of oranges 
Such stenographers 
Many people 
Twelve dollars 
Some of the machinery 
A number of girls 


The cashier 
Their salesmen 
The mistakes 
A corporation 
They 

The stockholders 

He 

A few members 
Oats 

One of the office boys 

The proceeds 

The number of accidents 


Irregular verbs. The parts of some of the irregular verbs 
commonly used in business are given below: 

Present 

Past 

Perfect participle 

arise 

arose 

arisen 

be 

was 

been 

bear 

bore 

borne, born 

beat 

beat 

beaten 

become 

became 

become 

begin 

began 

begun 

bid (make an offer) 

bid 

bid 


28 

BUSINESS MAN’S ENGLISH 

Present 

Past 

Perfect participle 

bid (invite) 

bade 

bidden 

bite 

bit 

bitten 

blow 

blew 

blown 

break 

broke 

broken 

bring 

brought 

brought 

burst 

burst 

burst 

buy 

bought 

bought 

choose 

chose 

chosen 

come 

came 

come 

cost 

cost 

cost 

do 

did 

done 

draw 

drew 

drawn 

drink 

drank 

drunk {not drank) 

drive 

drove 

driven 

eat 

ate 

eaten 

fall 

fell 

fallen 

flee 

fled 

fled 

flow 

flowed 

flowed 

fly _ . 

flew 

flown 

forbid 

forbade 

forbidden 

forget 

forgot 

forgotten 

freeze 

froze 

frozen 

get 

got 

got, gotten 

give 

gave 

given 

go 

went 

gone 

grow 

grew 

grown 

hang (suspend) 

hung 

hung 

hang (execute) 

hanged 

hanged 

hide 

hid 

hidden 

know 

knew 

known 

lay 

laid 

laid 

lead 

led 

led 

leave 

left 

left 

lend 

lent 

lent 

let 

let 

let 

lie (rest) 

lay 

lain 

lie (tell a lie) 

lied 

lied 

pass 

passed {not past) 

passed {not past) 

pay 

paid {not payed) 

paid {not payed) 

prove 

proved 

proved {not proven) 

ride 

rode 

ridden 


COMMON ERRORS 


29 


Present 

Past 

Perfect participle 

ring 

rang 

rung 

rise 

rose 

risen 

run 

ran 

run 

see 

saw 

seen 

set 

set 

set 

shake 

shook 

shaken {not shook) 

show 

showed 

shown 

sing 

sang 

sung 

sit 

sat 

sat 

sow 

sowed 

sown, sowed 

speak 

spoke 

spoken 

spring 

sprang 

sprung 

steal 

stole 

stolen 

strive 

strove 

striven 

swear 

swore 

sworn 

swim 

swam 

swum 

take 

took 

taken 

teach 

taught 

taught 

tear 

tore 

torn 

think 

thought 

thought 

throw 

threw 

thrown 

wear 

wore 

worn 

weave 

wove 

woven 

write 

wrote 

written 

EXERCISE 

In the skeleton sentence for each tense, use the correct form 

of the verbs listed below, taking care 

to complete each sentence 

in some intelligible way. If you have difficulty with irregular 

verbs, you should 

review this exercise from time to time till 

the correct forms “ 

accept 

sound right.” 

bite 

draw 

affect 

blow 

drink 

arise 

break 

drive 

bear 

bring 

eat 

beat 

buy 

effect 

become 

choose 

fall 

begin 

come 

flee 

bid (make an 

offer) do 

fly 


BUSINESS MAN’S ENGLISH 


forbid 

raise 

speak 

forget 

ride 

spring 

freeze 

ring 

steal 

give 

rise 

strive 

go over 

run 

swear to 

grow 

see 

swim 

hide 

set 

take 

know 

shake 

teach 

lay 

show 

tear 

let 

sing 

throw 

lie 

sit 

wear 

loose 

sow 

write 

lose 



Present 

Today I (or it) . . . 


Past 

Last night I (or it) . . . 


Present perfect 

Many a time I have (or it has) . 



EXERCISE 

Write sentences using the present perfect tense, passive voice, 
of each verb italicized in the foregoing exercise. Follow the 
skeleton form given below, making a complete, intelligible 
sentence in each case. 

I have been (or It has been) . . . 

EXERCISE 

Correct the errors in the sentences that follow: 

1. A list of names are usually indexed alphabetically. 

2. I have been employed by The Crosby Company for eight 
months last year. 

3. Our products always have and always will be entirely satis- 
factory. 

4. Each letter sent to the different customers are the same. 

5. We do not hesitate in saying that these articles will please you. 

6. As we are retiring from business, it is necessary that he secures 
another position. 

7. Upon these cards are his name, address, and telephone number 
and tells where he is every hour of the day. 

8. Dress plainly and wear good clothes as a means to advertise. 


COMMON ERRORS 


3i 

9. We wish that you will give us all the information you can re- 
garding Harold Fairchild. 

10. I will be glad to send samples. 

11. Letters can easily be found which were filed for many years. 

12. I will be twenty-one my next birthday. 

COMMON VERB ERRORS 

address. It is now considered correct to speak of addressing en- 
velopes and we have the addressograph to do it. Formerly envelopes 
were always directed. 

advise. A word overworked in business correspondence. It means 
to offer advice; not to inform , or to tell. “Kindly advise me what to do 
with the surplus,” is correct. In the sentence, “I will advise you 
when the goods are shipped,” notify is a better word. 

aggravate. Aggravate means to make heavier , to intensify. It does 
not mean to annoy , or to vex. Do not say, “He aggravates me.” 

blame onto. “He blamed me for it,” is correct; not “He blamed it 
onto me.” 

busted. A vulgarism to be avoided. 

can but, cannot but. “I can but ignore the error,” means “I can 
only ignore it; I can do nothing more.” “I cannot but ignore the 
error,” means “I cannot help ignoring it.” 

can’t seem. “I can’t seem to understand the sliding scale of wages.” 
Say rather, “I don’t seem able to understand. . . .” Avoid also 
couldn't seem. 

claim, declare, assert. Claim, correctly used, means to lay claim to, 
to demand; as, “to claim damages.” “He claimed that the button 
holes were all hand made,” should be “He insisted {or declared) that 
the button holes were hand made. 

contain, bear. A guide card in an index may bear a number, but 
it does not contain the number. A bill may contain several incorrect 
items. 

deem. “I deem it wise to inform you,” is correct, but stilted. 
Say, “I think I had better tell you.” 

demean, debase. Demean means to behave one's self. “I would 
not demean myself to reply to your argument.” Wrong. Say, “I 
would not debase myself to reply.” 

deny. Do not use the expression, “deny the fact.” The reason is 
obvious. 

deprecate, depreciate. Deprecate originally meant to avert by prayer; 
hence, to strive to avoid, to disapprove. Depreciate means to set a low 


32 


BUSINESS MAN’S ENGLISH 


value on, or to grow less valuable. We deprecate strikes. We may, or 
may not, depreciate what a speaker has just said. Canadian Pacific 
stock may be depreciating. 

disremember. A vulgarism. Use forget. 

enthuse. You may become enthusiastic when you are filled with 
enthusiasm, but you do hot become enthused. Avoid the word. 

expect, suppose. “I expect you received a great many orders last 
week.” Wrong. Expect refers to the future, not to events that have 
already happened. 

expect likely. Avoid the expression. 

fill full. “I filled the inkwell full this morning.” Wrong. Omit 
full. A container may be filled with something, or it may be full of 
something, but it is not filled full. 

get to go. Say, “I didn’t go,” rather than “I didn’t get to go.” 
give way, give away. Not to be confused. “The timbers under- 
neath gave way and the floor settled under the weight.” 

got. Have got is correct when you are speaking of something which 
you did get; as, “I have got the papers you sent me for.”' “She has 
got red hair and a long nose,” is not correct because she probably 
had nothing to do with getting them. 

guess. An abused word. Use think, or believe, when the idea of 
conjecture is not present. Avoid, “I don’t guess I’ll go.” 
had as leave, had as lief. The first expression is never correct, 
had have. “If I had have known that you wanted a typist, I could 
have sent you one last week.” Omit have. 

intend. “Today I intend to go. Yesterday I intended to go {not 
to have gone).” “We intended to change {not to have changed) our 
advertisement this week.” 

know as, know that. Say, “I did not know that it had come,” not 
“as it had come.” 

launder, laundry. Collars are laundered {not laundried) in the 
laundry. 

learn, teach. You must do your own learning but another person 
may teach you. Do not say, “He learned me to use the geographic 
file.” 

locate, find. Locate is a good word, but should not entirely supplant 
the word find. 

look it ! A childish expression. Avoid it. 

make. “How much do you make on this article?” has the sanction 
of careful writers of business English. 

meant. “I meant to do this,” is correct, not “I meant to have 
done this.” See intend. 


COMMON ERRORS 


33 


move you. In making a motion in a parliamentary body, do not 
say, “I move you {or I make a motion) that four thousand dollars be 
set aside as a reserve fund.” Say, “I move that. . . .” 

need, needs. “He needs to indorse this check.” “He need not 
appear in person.” Observe the dropping of the s when a negative 
is used. 

OK-ing, OK-d, OK-s. “The purchasing agent OK’d the requisition 
for office supplies.” “ The auditor OK’s the bills.” “These papers 
lack the necessary OK’s.” 

open up. “We plan to open up a store on Wabash Avenue next 
month.” Omit up. 

pardon me, excuse me. These expressions are not always synony- 
mous. One who has committed a blunder should say, “Pardon me,” 
but he should say, “Excuse me,” if he wishes to leave the room, or if 
he wishes to break off a conversation to answer the telephone, 
proven, proved. Proved is the preferred form, 
realize. A good business word meaning to obtain in the form of 
money; as, “How much did you realize on those building lots?” 
“What profit did we realize on the January White Goods Sale?” 

says I, said I. Avoid saying “Here, says I, what are you doing 
with my umbrella?” Avoid also “Thinks I.” 

send remittance. We do not send remittances, we make them, 
stricken, struck. We ask to have a resolution stricken from the 
minutes. A man may be stricken with apoplexy. The keys of a type- 
writer should be struck sharply. 

suspicion, suspect. Do not say, “They suspicion the assistant 
bookkeeper.” 

take and. Some people cannot “go” anywhere, they must “take 
and go.” If they cannot pay cash, they will “take and give a note.” 

think for. “There is more money in the till than I thought for.” 
Use supposed. 

type, typewrite. Type has the merit of being shorter. It sounds 
better to say, “I typed the letter,” than to say, “I typewrote the 
letter.” 


THE PRONOUN IN SPOKEN ENGLISH 

Indefinite they. Do not use they when the reference is un- 
certain. 

Wrong Right 

They are always making mis- Mistakes are often made in 
takes in that office. that office. 


34 


BUSINESS MAN’S ENGLISH 


Wrong 

This is what they told me to 
do. 

They make a great many autos 
in Detroit. 


Right 

This is what I was told to do. 

A great many autos are made 
in Detroit. 


They for he, etc. Care should be taken not to use they when 
a singular pronoun is required. 


Wrong 

When the buyer examines the 
rug closely, they will find that it 
is loosely woven. 

If a concern wants to collect 
their bills, they send out a series 
of letters, called a collection 
series. 


Right 

When the buyer examines the 
rug closely, he will find that it is 
loosely woven. 

If a concern wants to collect 
its bills, it sends out a series of 
letters, called a collection 
series. 


Indefinite it. Do not use it when the reference is uncertain. 
The error in the following sentences will be evident, if you will 
try to point out the word to which it refers: 


Wrong 

The agent of the transporta- 
tion company should examine 
the damaged articles and make 
a notation of it on the freight 
receipt. (Observe that it means 
the damage and that damage has 
not been mentioned.) 

If a man owes you, send them 
a letter asking for it. 

Goods in bulk are exposed to 
flies and dirt which tend to make 
it unwholesome. 


Right 

The agent of the transporta- 
tion company should examine the 
articles and should make on the 
freight receipt, a notation of the 
damage done. 


If a man owes you, send him a 
letter requesting payment. 

Goods in bulk are exposed to 
flies and dirt which tend to make 
the food unwholesome. 


Confusion of cases — Nominatives: I, he , she , we, they, who. 
These should never be used as the object of a verb or of a prep- 
osition. 


COMMON ERRORS 


35 


Wrong 

Just between you and I. 

You can do this better than 
him. 

I did not suppose it was her 
who asked for the quotation. 

Us clerks are to have an out- 
ing next Saturday. 

Them are the best pens I have 
tried. 

Whom do you suppose did it? 

Give this note to whomever 
happens to be in the office. 


Right 

Just between you and me. 

You can do this better than he 
(can). 

I did not suppose it was she 
who asked for the quotation. 

We clerks are to have an outing 
next Saturday. 

They are the best pens I have 
tried. 

Who do you suppose did it? 

Give this note to whoever hap- 
pens to be in the office. 


Confusion of cases — Objectives: me , him , her, us , them , 
whom. These should never be used as the subject of a finite 
verb. 


Wrong 

Him and me was there when 
it happened. 

The firm gives we clerks a half 
holiday on Saturdays. 

Who is this package for? 

Who did you suppose it to be? 

I supposed that it was her. 

I supposed it to be she. 


Right 

He and I were there when it 
happened. 

The firm gives us clerks a half 
holiday on Saturdays. 

Whom is this package for? 

Whom did you suppose it to 
be? 

I supposed that it was she. 

I supposed it to be her. 


Confusion of cases — Possessives. The possessive form of 


the noun or pronoun should be 
noun. 

Wrong 

I will not consent to anybody 
doing this but Stillman. 

They objected to me being 
present during the discussion. 

The court has issued an in- 
junction against the company 
continuing this practice. 


used before a gerund, or verbal 

Right 

I will not consent to anybody’s 
doing this but Stillman. 

They objected to my being 
present during the discussion. 

The court has issued an in- 
junction against the company’s 
continuing this practice. 


36 


BUSINESS MAN’S ENGLISH 


Where the form or the length of the expression preceding the 
gerund would make the possessive seem awkward, it is better to 
make use of a phrase beginning with of or by. 


Awkward 

Objection was made to The 
National Insurance Company of 
Chicago’s opening a branch in 
St. Paul. 


Improved 

Objection was made to the 
opening of a branch in St. Paul 
by The National Insurance Com- 
pany of Chicago. 


Case difficulties in comparisons. Make sure that you thor- 
oughly understand why the forms required vary in the follow- 
ing sentences. Be particularly careful of comparison in your 
spoken English. 

1. You will be served with a summons as well as I (was). 

2. The papers were served on him as well as me (as well as on me). 

3. I should write to him rather than them (rather than to them). 

4. They are more likely to hold you responsible than him (than 
they are to hold him). 

5. Frederick can do the work more quickly than I (can). 


EXERCISE 

Choose the correct form of pronoun in each sentence below. 

1. I am often taken to be (he, him). 

2. She thinks it to be (I, me). 

3. Let you and (I, me) go together. 

4. (Who, whom) do you suppose will win the game? 

5. Between you and (I, me), I don’t believe it. 

6. You are taller than (I, me). 

7. The gift was sent to my sister and (I, me). 

8. May Mary and (I, me) go with you? 

9. Was it (he, him) that you saw? 

10. Oh, no; it couldn’t have been (she, her) 

11. It wasn’t (I, me) who (did, done) it. 

12. They were disappointed as well as (we, us). 


RAPID CLASS DRILL 

The following exercise is designed to make habitual the in- 
stant recognition of the correct form of who and whom. One 


COMMON ERRORS 


37 


sentence should be read by each pupil of the class in rotation 
without any calling of pupils’ names. The object is to see how 
quickly the whole class can go through the list three times, 
making a total of seventy-five responses. Observe the time 
required and try to better this record in subsequent recita- 
tions. 


1. I am the man (who, whom) you saw. 

2. (Who, whom) do you suppose will get the contract? 

3. (Who, whom) do you think I saw? 

4. Choose as chairman (whoever, whomever) you like. 

5. (Who, whom) can I get to do this for me? 

6. This is the man (who, whom) we were talking about. 

7. Do you know (who, whom) I mean? 

8. (Who, whom) do you represent? 

9. Tell me (who, whom) gave it to you. 

10. (Who, whom) do you suppose gave me this large order? 

11. (Who, whom) do you suppose it can be? 

12. This is a man (who, whom) I think you know. 

13. This is a man (who, whom) I think will do the work. 

14. This is the lady (who, whom) you were looking for. 

15. (Who, whom) is that check for? 

16. Was it this man (who, whom) you saw at the station? 

17. (Who, whom) do you mean? 

18. Give it to (whoever, whomever) wants it. 

19. (Whoever, whomever) you meet, do not speak to him. 

20. She doesn’t know (who, whom) to ask for. 

21. Here is a boy (who, whom) I know to be honest. 

22. Here is a boy (who, whom) I know is honest. 

23. (Who, whom) was this check indorsed by? 

24. (Who, whom) did you say verified this footing? 

25. (Who, whom) did you say this shipment was for? 

EXERCISE 

Correct the indefinite reference of pronouns and any other 
errors in the sentences given below. 

1. On account of bankruptcy they were forced to close their 
business which was last week. 

2. Street car advertising is one of the best methods of introduc- 


3 * 


BUSINESS MAN’S ENGLISH 


ing new products. Thousands of people travel on the street cars 
daily, therefore they must be seen by the many who ride in them. 

3. Behind these guides are folders containing each man’s corre- 
spondence that you do business with. 

4. Even if a person is poor they may be honest. 

5. Without the telephone a large city would have to have many 
messenger boys which would be expensive. 

6. Consider me an applicant for the young man’s position who 
just left your employ. 

7. In response to the advertisement, people rush to the store 
where they find that they are not at all what they advertised them 
to be. 

8. When a store gets so they advertise every day people get tired 
reading them and they will not look at them at all. 

9. Buy goods of the Atlantic Biscuit Co. They exercise the 
utmost care in packing. They come in sealed packages and never 
become stale. 

10. Dunning letters ask some one to pay them the money they owe. 

11. The clothing salesman who wears neat clothes has a better 
chance of selling them than one who dresses shabbily. 

EXERCISE 

In some of the sentences given below the wrong form of 
pronoun precedes the gerund, or verbal noun. Make the nec- 
essary corrections. 

1. I never heard of him drinking. 

2. He has no objection to me doing it. 

3. The cost of transportation would be reduced by this country’s 
owning its own merchant marine. 

4. Because of you being one of our old customers we are pleased 
to make you a special price. 

5. He always insists upon his office help being neat. 

6. You needn’t fear them becoming stale. 

7. We formerly had to depend upon our goods being carried in 
foreign vessels. 

EXERCISE 

Fill the blanks with appropriate pronouns. 

1. The firm does not pay bills promptly. 

2. The committee is ready to submit report. 


COMMON ERRORS 


39 


3. Each typist has own machine, (a. When all the typists 

are young women; b. When all are men; c. When some are women, 
some, men.) 

4. Every one in the office must attend to own affairs. 

5. The company refuses to lower price. 

6. If a customer receives goods in bad condition, should 

notify the shipper at once. 

7. When a person receives an inquiry, should answer it 

without delay. 

8. Not every man can have life insured. 

9. Anybody can have check certified at the bank where 

money is on deposit. 

10. One never knows how much can undergo till en- 

durance has been tested. 


RAPID CLASS DRILL 

Pupils should recite in rotation, inserting the correct forms 
of (a), ( b ), and (c) in the blank spaces of the phrases below. 
Observe the time required for the entire exercise and try to 
better this in subsequent recitations. 

(a) Him and me, or he and I 


( c ) Her and me, 

1. They sent it to . . . and 

2. . . . and . . . did it. 

3. Leave that work to . . . 
and . . . 

4. She supposed the men to be 
. . . and . . . 

5. Between . . . and ... it 
was completed. 

6. They thought it was . . . 
and . . . 

7. The cashier will pay . . . 
or . . . 

8. She knew it to be . . . and 

9. . 


or she and I 

10. She expected . . . and 

11. They asked . . . and . . . 
to go. 

12. Should . . . and . . ask 
about it? 

13. It will be corrected by . . . 
and . . . 

14. . . . or . . . should ac- 
cept it. 

15. The lady wished . . . and 
... to help. 

16. Shall . . . and . . . verify 
the footings? 

17. He offers it to . . . or . . . 

18. We have been foolish, . . . 
and . . . 


. . and . . . will do it. 


40 


BUSINESS MAN’S ENGLISH 


COMMON NOUN AND PRONOUN ERRORS 

bushel, bushels. Do not say “forty bushel of oats.” 
business. What business had he to reply in such a way to Mr. 
Carter’s letter? Say “What right,” or “What reason.” 

combine, combination. Do not speak of a combine. Combine is a 
verb. 

date, appointment, engagement. “I have a date with the vice- 
president at two o’clock this afternoon,” is vulgar. 

deal. “We made a deal with the company,” is vulgar. Use agree- 
ment, or transaction. The expression “a great deal” is considered 
better than “a good deal.” 

depot, station. In speaking of the place where passengers assemble, 
use station in preference to depot. 

either, any. Either means one of two , and should not be used in 
speaking of more than two persons or things. He has not cashed 
any (not either) of the four checks. Either of the two methods is 
satisfactory. 

either one. If you know that a salesman took one of two trains — 
the 9 o’clock train west, or the 9:32 train east — do not say, “I am 
sure he took either one.” Say, “He took one or the other.” He 
may have been free to choose either one ; but after his choice was 
made he took one or the other. 

foot, feet. Do not use foot for the plural except in compound ad- 
jectives; as, a ten-foot pole, but not a pole ten foot long. 

-ful. The plural of pail ful, shovelful, hand ful, spoonful and the 
like depends upon the meaning. If you fill one pail three times, you 
have three pailfuls. If you fill three separate pails, you will then 
have three pails full. The forms handsful, spoonsful , etc., are in- 
correct. 

gents. Avoid the abbreviated form. Gents' Furnishings is giving 
way to Men's Furnishings. 

he, he or she. Do not say, “If any member of our office force 
wishes to leave at 3 o’clock, he or she may do so.” Say, “he may do 
so.” The masculine pronoun properly refers to both sexes. If all 
members of the office force are women, she is the correct form. 

her’n, his’n, your’n, our’n, their’n, founded on analogy with mine, 
are all incorrect. 

hopes. Avoid the expression “in hopes”; as, “I was in hopes the 
shipment would arrive this morning.” 

inch, inches. Do not say “five inch long.” See foot. 
it’s, its. Its is possessive; it's means it is. 


COMMON ERRORS 


4i 


kind. These kind and those kind are incorrect. Say, “I could never 
do that kind of examples in school.” “I like navel oranges better 
than this kind.” 

lady. Madam is a much better word in addressing a stranger. Do 
not say, “Pardon me, lady, you dropped your purse.” 

let's us. Let's us take the 7:15 train. Wrong. Let's alone means 
let us. 

loan. Do not say, “Give me the loan of your knife.” Say, “Lend 
me your knife.” 

lots. A much overworked word. Try to avoid such expressions as 
“lots of money,” “lots of fun,” “lots of time,” “lots of firms.” Use 
plenty , a great deal, or a great many. 

majority. Reserve this word for things that are counted, particu- 
larly votes. Do not say, “The majority of the work is done,” or 
“We recovered the majority of the money.” The larger part is pref- 
erable. 

outside. Avoid the phrase at the outside in the sense of at most; as, 
“He hasn’t over ten thousand dollars at the outside.” 

party, person. In telephone usage party is allowable for person, 
but you should avoid such expressions as that large party, meaning 
that large person. 

president. If the presiding officer of a parliamentary body is a 
woman, address her as Madam President, rather than Miss President, 
or Mrs. President. 

residence, location. Do not say, “The store has changed its resi- 
dence.” Say, “The location of our store has been changed.” 

right. The expression, “have a right to,” should not be used to 
mean might be expected to. “He has a right to be a poor speller for 
his father could not learn spelling,” is incorrect. 

same. Not to be used in place of a noun or pronoun. Do not 
say, “We have your check for $36.92 and thank you for same.” 

say. Not to be used as a noun; as, “You have no say in this 
matter.” 

shape. Avoid the expression “in good shape ”; as, “He finished the 
work in good shape.” 

show. “They didn’t give me a show, meaning opportunity," is 
incorrect. 

sort. These sort and those sort are incorrect; as, “Mr. Straus likes 
these sort of pens, but he won’t have those sort in the office.” Say 
this sort and that sort. See kind. 
specialty, speciality. Use specialty. 

team. Two or more horses harnessed together make a team. Eleven 


42 


BUSINESS MAN’S ENGLISH 


boys may make a football team. A horse and a carriage do not form 
a team any more than a man on foot and the horse which he is leading 
form a team. 

they is, there are. Do not say, “They is a number of men standing 
outside.” 

try. Avoid try as a noun; as, “Won’t you give me a try at it?” 
Say, “Won’t you give me an opportunity?” or “ Won’t you give me 
a trial?” 

typewriter, typist. Typewriter means both the machine and the 
operator. For this reason, it seems better to call the operator a 
typist. 

us salesmen, we salesmen. “Us salesmen were given strict orders 
to keep away from Statonville.” Wrong. Say “We salesmen.” Ob- 
serve, however, that the form is correct in “They gave us salesmen 
strict orders to keep away from Statonville.” 

which. Do not use which to refer to a whole clause of a sentence; 
as, “With this order they did not send the money, which puzzled 
the clerk.” 

whole lot. “There is a whole lot in knowing how to buy your 
goods to advantage.” Say rather, “a great deal.” 

COMMON PREPOSITION ERRORS 

at. To be omitted in such expressions as “Where is he at 
now? ” 

at about. This is objectionable in expressions like “I will come to 
your office at about 3:15.” Omit at if the exact time is in doubt; 
omit about if the time is certain. At about is permissible in some ex- 
pressions; e. g. “We shall have to fix the price of this attachment at 
about four dollars.” 

as per, according to. Phrases like “as per specifications,” have 
been condemned, but they have the authority of careful writers of 
business English. 

beside, besides. As prepositions, these words have different mean- 
ings. He sat beside (at the side of) his son. He leaves two daughters 
besides (in addition to) his son. 

between, among. As a rule, between should be used only when two 
things are compared, among when three or more are considered. There 
are certain well-established expressions which violate this rule; e. g., 
“Train No. 423, running daily between Albany, Utica, Syracuse, 
Rochester, and Buffalo, has been discontinued.” Among would not 
be allowable here. 


COMMON ERRORS 


43 


between each. “ Between each paragraph there is a double space.” 
Wrong. Say, “Between paragraphs,” or “After each paragraph.” 

differ with, differ from. We may differ with another person as to 
what a thing is worth. Persons and things may differ from each other. 
I may differ from you in appearance without differing with you in 
opinion. 

different. Do not say, “This motor is different to that one,” or 
“is different than that one.” The correct form is “different from 
that one.” 

in back of. Say, “Behind {not in back of) the counter.” 
in, into. Into denotes a change of location. He went into the 
store. While he was in the store the chauffeur sat in the car. Do 
not say, “I read the notice into the paper.” 

inside, within. We shall finish within (not inside of) a week. Inside 
(or Within ) the stores were more displays, 
no use, of no use. “ It’s of no use to say anything,” is correct, 
off of, from. Do not say, “That fellow stole a sweater off of me,” 
or “He tried to borrow a dollar off of me.” 

onto, upon. Upon is preferable in sentences like “Put these special 
sale goods onto this counter.” 

out of. “We are just out of olive oil this morning,” meaning “Our 
supply of olive oil is exhausted,” offends the ear of some people, 
but it has wide sanction among business men. 

outside of, in addition to. Do not say, “He has no property here 
outside of the house on Brighton Avenue.” 

per, a. “Three dollars a day,” “forty cents a pound,” “twenty 
dollars a thousand,” are preferable to “per day,” “per pound,” etc. 

till, as far as. Till refers to time, not distance. Do not say, “I 
will walk with you till the post office.” 

to home, at home. You may go to your home and when you have 
arrived you are at home. Do not say, “He was not to home when I 
called.’ 1 

without, unless. Do not use without as a conjunction. We cannot 
send the goods unless you send the money with the order. Not 
without you send. . . . 

CONJUNCTIONS 

A carelessly connected sentence lacks clearness. For this 
reason conjunctions, while apparently a small part of the 
sentence, are in reality of vital importance in making the 
meaning unmistakable. 


44 


BUSINESS MAN’S ENGLISH 


Using too many and’s. This error is due to the failure of 
the speaker or writer to subordinate the minor parts of his sen- 
tences to the parts that are of greater importance. In the 
sentences given below, observe how expressing the most im- 
portant idea in the principal clause and the other ideas in 
subordinate clauses makes the meaning clearer. 


Weak 

In 1920 I graduated from high 
school and went to work for Mc- 
Farlane & Co., and I worked for 
them till Mr. McFarlane died and 
then I decided to get work nearer 
home and so I left their employ. 

Walter Arnold has applied for 
a position as assistant book- 
keeper and time clerk and to 
make himself generally useful 
about the office and has referred 
to you. 


Improved 

After graduating from high 
school in 1920, I was employed 
by McFarlane & Co. until the 
death of Mr. McFarlane, when 
I left my position because I had 
decided to obtain work nearer 
home. 

Walter Arnold, who has ap- 
plied for a position as assistant 
bookkeeper, time clerk, and gen- 
eral office assistant, has given 
your name as a reference. 


Confusing but with and. But introduces an idea which is 
adverse to the one which precedes; and introduces an idea 
which is additional but not adverse to the one which 
precedes. 


Wrong 

These index cards are 3x5 
inches and are placed in a long 
drawer but they are arranged al- 
phabetically. 

We believed that this sales let- 
ter would be weak in pulling 
power, and it proved to be the 
best of the series. 


Right 

These 3x5 index cards are 
placed in a long drawer and are 
arranged alphabetically. 

We believed that this sales 
letter would be weak in pulling 
power, but it proved to be the 
best of the series. 


so that, such that. These expressions should not be used 
interchangeably. 


COMMON 


ERRORS 


45 


Right 

This advertisement is written 
in such a way that it attracts at- 
tention. 

This advertisement is written 
so well that it attracts attention. 

Correlative conjunctions. Care should be taken to place 
the parts of the correlative immediately before the words or 
expressions to be connected. These words or expressions should 
have the same office in the sentence. 

Wrong Right 

He not only paid the interest He paid not only the interest 
but also the principal. (Before but also the principal. (Before 
a verb and a noun.) a noun and a noun.) 


Wrong 

This advertisement is written 
in a way so that it attracts at- 
tention. 


The commoner correlative conjunctions are listed below. 

either — or neither — nor whether — or 

both — and not only — but also 


Improper subordination. Ideas which are clearly of un- 
equal rank should not be connected by and or but. 


Poor Better 

This refrigerator is well made This refrigerator is so well 
and we guarantee it for two made that we guarantee it for 
years. two years. 

The also fault. Do not attach an apparently forgotten idea 
to a sentence by using also to introduce it. Avoid beginning 
a sentence with also. 


Wrong 

We carry in stock a full line of 
gas ranges, also gas plates. 

He has the contract for paving 
the street. Also he put in the 
gutters. 


Right 

We carry in stock a full line of 
gas ranges and gas plates. 

He put in the gutters and has 
the contract for paving the 
street. 


46 


BUSINESS MAN’S ENGLISH 


The and which fault. Use and or which but not both, unless 
there are two clauses introduced by which. 


Wrong 

This furnace is of large capac- 
ity and which will heat a large 
house. 


Right 

This furnace is of large capacity 
and will heat a large house. 

This furnace, which is of large 
capacity, will heat a large house. 

Let me have the check which 
Smith sent us and which has 
just been returned by the bank 
stamped No Funds. 


COMMON CONJUNCTION ERRORS 

all the further, as far as. Do not say, “This is all the further I 
went.” 

as long as, since. As long as you are going to stay here, I will leave. 
Use since, or because. 

because. The reason I was not here yesterday was because my 
mother was sick. Avoid the expression “ the reason is . . . because.” 
Use that instead of because. 

but that, but what. I don’t know but what I shall buy the car. 
Wrong. Say, “but that.” 

directly, as soon as. Do not say, “Directly the order is received, 
the goods will be shipped.” 

except, unless. Do not say, “We cannot send this except you ad- 
vance the express charges.” 

if, whether. When or not is expressed or easily supplied, use whether. 
We are not sure whether or not all our stock was sold out. I do not 
know whether your order has reached our shipping department (or 
not). 

that . . . that. Avoid unnecessary repetition of the conjunction; 
as, “It was announced that when the vote had been taken, in the 
event of a tie, that the chairman could vote.” Say, “It was an- 
nounced that the chairman could vote in case of a tie.” 

where, that. Do not say, “I read in the paper where the supply 
of copper is not equal to the demand.” 

without, unless. Do not say, “Without you take these bargains 
now, you will not get them.” Without is not a conjunction. 


COMMON ERRORS 


47 


ADJECTIVES AND ADVERBS IN SPOKEN ENGLISH 

most, almost, mostly. Most is an adjective in the superlative 
degree {much, more , most , or many , more , most). Almost and 
mostly are adverbs. When the idea of nearly is to be expressed, 
use almost , never most. Mostly all should be avoided; as, “They 
are mostly all foreigners.” Omit all. 

1. I have almost (i. e. nearly) finished my work. 

2. Almost {not most) everybody does it. 

3. Most of us make mistakes at times. (Observe that nearly does 
not fit here.) 

Distinguish “He has a most perfect record,” from “He has an 
almost perfect record.” 

EXERCISE 

Use most or almost in the following sentences: 

1. I always make that mistake. 

2. all the letters are answered. 

3. It is time to go. 

4. of these replies are short. 

5. He comes here every day. 

6. My transcription is done. 

7. You may have it any time. 

8. any good bookkeeper can open such a set of books. 

9. His reports are always correct. 

10. every one of these letters has a misspelled word. 

EXERCISE 

Correct any of the following which are incorrect: 

1. The report is most too good to be true. 

2. It is most time for the train to arrive. 

3. She most always does it that way. 

4. Mostly any person can afford a telephone. 

5. I can do mostly everything about an office. 

6. Mostly all business men are careful in selecting office help. 

7. This expression is used mostly in business letters. 

8. Before the day of the auto, all transportation was done mostly 
by train. 


4 8 


BUSINESS MAN’S ENGLISH 


Double negative. Avoid using two negatives where only 
one is needed. Bear in mind that hardly and scarcely , only 
and hut are frequently negative in meaning. 

Wrong Right 

I ain’t got no money. I have no money. 

I haven’t no money. ' I haven’t any money. 

I haven’t got no money. 

He can’t hardly do it. He can hardly do it. 

EXERCISE 

Examine the following for double negatives. Make the nec- 
essary corrections. If you are guilty of such errors in your daily 
speech, make up your mind to eliminate them. 

1. There isn’t time for it, I don’t think. 

2. I can’t pay only half of my account. 

3. They couldn’t scarcely read his writing. 

4. I won’t take but a minute of your time. 

5. I didn’t say nothing. 

6. Don’t you see nothing wrong with that? 

7. We ain’t got no better paper. 

8. That don’t make no difference. 

9. They didn’t hardly know me. 

10. There wasn’t no one there but Mr. Dalrymple. 

11. I didn’t never say that. 

12. We cannot make this offer only for November. 

13. They haven’t but three clerks. 

14. None of the goods didn’t come yet. 

COMMON ADJECTIVE AND ADVERB ERRORS 

a, an. Use a before words beginning with a consonant sound; an 
before words beginning with a vowel sound. A union, a haberdasher, 
an onion, a humble man, an herb, a university. 

above. “The above statement” is now generally recognized as 
being correct in business English. 

after, afterward. Do not say, “I will do that after.” 
already, all ready. They have already arrived. They are not all 
ready for work. 

alright. Never correct. Use all right. 


COMMON ERRORS 


49 

any, any other. It is incorrect to say, “Our coal is better than 
any on the market,” because our coal itself is on the market, 
any place. I could not find him anywhere . Not any place. 
anywheres. Say anywhere. 

at. Omit at in sentences like, “Where are you at?” 
at that. A vulgarism. He spent an hour on this work and made 
a bad mistake at that. 

at this time. Do not say, “We do not know at this time when we 
shall be able to obtain this model from the manufacturer.” Omit 
at this time. 

attached, inclosed. A paper clipped or fastened to another is 
attached to it. A paper may be inclosed in the same envelope with a 
letter without being attached to the letter. 

attached hereto. In a letter you may speak of attached papers, but 
it is unnecessary to say that they are attached hereto. 

awful. This means full of awe , fidl of dread. Do not say, “I think 
Miss Shaw is awfully nice.” “Awful accident” may be correct. 

bad, very much. Do not say, “I want my money and I want it 
bad.” 

bimonthly, semimonthly. The first means once in two months; 
the second, twice in one month. Compare biennial and semiannual. 

both, each. “I have just given an increase to both boys,” is in- 
correct. Say, “increases to both boys,” or “an increase to each of 
the boys.” 

both alike. These form letters are both alike. Omit both. 
credible, creditable. Credible means believable. His story seems 
almost incredible (unbelievable). Creditable means praiseworthy , 
estimable. His conduct has been most creditable. 

due to. “The success of the scheme was due to advertising,” is 
correct. “Our competitors did not succeed, due to neglecting oppor- 
tunities,” is incorrect because there is no noun which due to may 
modify. 

each and every. We give a premium with each and every purchase. 
Use one word or the other, but not both. 

elegant. An overworked word. Do not say, “an elegant time,” 
“an elegant flat iron,” “an elegant door mat.” Reserve the word for 
things that have some claim to elegance. 

elicit, illicit. Elicit means to draw out. We elicit information from 
a reluctant witness. Illicit means unlawful , illegal. Every effort is 
made to prevent illicit trade with Canada. 

eligible, legible. Eligible means qualified for office; legible means 
readable. Do not confuse them. 


5o 


BUSINESS MAN’S ENGLISH 


farther, further. Farther applies to distance; further means addi- 
tional. Thus we say, “the farther building,” “further delay,” “five 
miles farther,” “until further notice,” “further deliberation,” “fur- 
ther concessions.” 

few, a few. Few has the negative idea of not many. “Few persons 
realize how much our postage bill is.” A few has no negative sugges- 
tion, but makes a positive assertion. “A few people are wise enough 
to do their shopping early in the day.” 

fewer, less. Fewer is used for things that are counted, and less 
for other quantities. “Fewer hours and less pay,” is correct. How- 
ever, observe the expressions, “less than four hours,” “less than 
five dollars.” 

fine. A much overworked word. Make occasional use of excellent , 
beautiful , delicious, attractive, neat, interesting, etc. 

first three. Say, “The first three rows of seats are reserved,” not 
“The three first rows.” The seats are divided into groups of three 
rows each, and you may properly speak of the first three, the second 
three, etc. 

former, latter. Former refers to the first of two persons or things 
mentioned, the latter to the second mentioned. They should not be 
used with more than two things. Do not say, “I just met Mr. Rhodes, 
Mr. Pyne, and Miss Clifford, who were out driving in the latter’s 
car.” 

funny. Not to be used for remarkable, strange. Do not say, “Wasn’t 
it funny that he was killed so suddenly? ” 

good. Used correctly by business men to mean financially re- 
sponsible; as, “Is he good for that amount?” 
great big. Use one or the other, but not both, 
honorable, the honorable. On an envelope, “Hon. Elihu Root,” 
or “Honorable Elihu Root,” would be correct. In a sentence the 
should precede; as, “We had the privilege last evening of hearing the 
Honorable Elihu Root.” “The Honorable Mr. Root,” would have 
been equally correct, but the forms “Honorable Root,” and “the 
Honorable Root,” must never be used. The title “Reverend” is 
similarly used. 

horrid. Girls have a tendency to apply this word to everything 
disagreeable, disgusting, improper, bad, etc. 

how. That is how he does it. Say, “That is the way he does it.” 
kind of. Say, “What kind of typewriter have you?” not “What 
kind of a typewriter have you?” You may say, “He is a kind of 
genius,” but do not say, “He is kind of careless.” Say “rather care- 
less,” or “somewhat careless.” 


COMMON ERRORS 


Si 


last, latest. Last means final; latest means most recent. We may 
speak of a last will and testament, the latest news, a firm’s latest offer 
(probably not the last). Last is used for latest in a few idiomatic 
expressions like “last week,” “last year.” 
last two. See first three. 

less, lower. Do not say, “We cannot sell this at a less price.” 
like. In searching for the right adjective to describe an object, do 
not use red -like, tall-/i£e, old -like, etc.; as “The rug was beautiful. 
It was sort of green-and-red-like and it was kind of thick and fluffy- 
like.” See kind of and sort of. 

mad. Don’t use mad in the sense of angry. Mad men are confined 
in padded cells. 

mighty. Mighty fine, mighty large, mighty weak, mighty small, are 
some of the instances of overworking this word. 

more preferable. You may say preferable , or more desirable , but 
not more preferable. 

much of any. Avoid such expressions as, “We do not have much 
of any call for heavy brooms,” and “He does not work much of any.” 
The expression should be much , if any , but much is usually sufficient. 

never. Do not use never for not; as, “I never saw him last night.” 
Of course, never should not be used as a verb; as, “You cashed this 
check, didn’t you?” — “No, I never.” 

new beginner. Say, “She does very well for a beginner.” 
nohow. Do not say, “I cannot understand his actions nohow.” 
Omit nohow. 
not a one. Omit a. 

nowhere near. Do not say, “We are nowhere near done.” Say, 
“We are far from being done,” or “We are not nearly done.” 
nowheres. Say nowhere. * 

out loud, aloud. Say, “I could hardly speak aloud.” 
plenty good enough. Omit plenty. Plenty is a noun, 
posted. Do not say, “He is a well posted financier,” when you 
mean well informed. 

powerful. The use of this word in the sense of very , or exceedingly , 
is to be condemned; as, “He looks well, but he is powerful weak.” 
practically all. Virtually all is better than practically all. 
presently, at present. Presently means soon; at present means now . 
Do not say, “She is presently working in a drug store.” 

quite. Quite some time , quite a lot , quite a few , etc. , should be avoided. 
quite really means eniircly; as, “I have not quite finished.” 
rarely ever. “I rarely ever go into that store.” Omit ever. 
real. This word is to be avoided in such expressions as “a real 


52 


BUSINESS MAN’S ENGLISH 


good bargain,” “real nice silk,” “I am real glad to know that you 
have accepted our offer.” 
reverend. See explanation under honorable. 

right along. A colloquialism to be avoided. I will order this right 
along. Say at once . He has been coming here right along for a month. 
Use continuously. 

right away. Objection is made to this expression in the sense of 
at once, or immediately. It should never be confused with the legal 
expression, right of way. 

right off. Say at once, or immediately. 
right smart. A colloquialism from the South, to be avoided, 
said. Expressions like “the said purchase” are correct only in 
contracts or in other legal papers where it is important to show that 
the purchase is the one previously mentioned or aforesaid. 

secondhand, secondhanded. Prefer the shorter form. Underhand 
is preferred to underhanded. 

seldom ever. I seldom ever enter the place. Omit ever. Seldom or 
ever is incorrect. Seldom if ever is correct. 

size, sized. A shoe clerk may properly say, “What size do you 
wear?” or “What sized shoe is the old one?” Size should not be 
used as an adjective. 

so. Avoid so in the sense of very; as, “I am so glad you decided to 
take the solid mahogany table and chairs.” 

some, somewhat. Do not say, “I am some tired.” Of course, the 
slang use of some should be avoided; as, “That is certainly some 
letter.” 

sort of. He was sort of awkward at first. Say rather awkward, or 
very awkward. 

still in all, yet. Do not say, “He is not a rapid typist, still in all 
he gets as much done as most of the others.” 

sure. Do not use sure for yes; as, “ Will you send the goods at once?” 
— “Sure, I will.” 

that there. Say simply that; as, “Is that (there) the boat you 
mean? ” 

the. We say “all night, all day,” but in other expressions the is 
preferable; as, “all the evening,” “all the morning,” “all the week,” 
“all the year.” 

therefore, therefor. Therefore means for that reason; therefor is 
comparatively rare and means for that. 
these kind, those kind. See kind and sort, page 41. 
this here. This here cap is silk, rubber lined. Say “This cap.” 
“This ’ere” is even worse. ' 


COMMON ERRORS 


53 

today, tomorrow, tonight. These words are now considered cor- 
rect without the hyphen. 

too, too much. Avoid the use of too alone before a participle; as, 
“He was too frightened to run.” “I was too surprised to thank my 
friends.” See very. 

two first, two last. See explanation under first three. 
unique. A thing is unique when it is the only one of its kind. Do 
not use it to mean unusual , different. 

up. Up is frequently used unnecessarily with certain verbs; as, 
settle, divide, write, end, start, open , finish, etc. 

up to you. A slang phrase which should be used with caution, 
but which seems to be establishing itself in our language. 

very, very much. Like too, very should not be used alone to modify 
a participle in such expressions as very pleased, very surprised, very 
interested, very disappointed. 

ways, wise. Endwise, sidewise, and lengthwise are preferable to 
endways, etc. The expression a ways should be avoided; as, “I will 
go a ways with you.” 

where, when. Do not use is where or is when in forming a definition; 
as, “A protest fee is where you do not pay a note.” “Excess baggage 
is when you have more than the railroad will take free.” 

worst kind, worst way. Use very much in expressions like “I need 
the money the worst way, but I wouldn’t let him know it.” 

would-be, prospective. Would-be is applied to one who wishes un- 
successfully to be something; prospective is applied to one who is 
desired by some one else to be something. Thus a bookkeeper might 
become a would-be orator; but a prospective customer could hardly be 
spoken of as a would-be customer. 

EXERCISE 

The italicized words below are not the words that should 
have been used. Replace each word or expression with a better 
one. 

1. The firm’s correspondence is numerous. 

2. She has already written as much as twelve letters. 

3. A clerk should conduct himself in a mannish way. 

4. We thank you for your constant purchases. 

5. The advertisement with less words is more liable to attract 
attention than the one with more. (Avoid also the repetition of more.) 

6 . The index cards stand uprightly in the tray. 


54 


BUSINESS MAN’S ENGLISH 


7. I understand that the climate there is very unhealthy. 

8. Bulk crackers are free from the flavor found in our package 
goods. 

9. He most always does it that way. 

10. The name of each correspondent is alphabetically arranged. 

EXERCISE 

Correct any errors in the sentences below. 

1. He left Panama after two months due to the sickness of the 
country. 

2. The moment I met Philip, William, and John, I saw that the 
latter was ill. 

3. Directly he spoke, I recognized the salesman. 

4. You can buy these kind of pens any place. 

5. This shoe will wear longer than any shoe in this store. 

6. I will give a letter to both of you. 

7. The local company has been unable to operate its plant only 
five days during the past four months owing to the sugar shortage. 

8. The reason we ask for this extension is because the men- have 
gone on a strike. 

9. If the draft is paid, the bank who made the collection will 
notify the bank where the draft was left for collection. 

10. The firm draws the draft payable to themselves. 

11. The advantage of such files are that letters are easily placed 
and easily found. 

12. In this way it is possible to keep all the correspondence with 
each person separate from each other. 

13. Each of these folders have a number. 

14. The last lot of umbrellas have been very unsatisfactory. 

15. Under each illustration in the book, you will find the prices 
and in what colors the suits come in. 

BIBLIOGRAPHY 

Handbook of Business English, Hotchkiss and Kilduff, N. Y. Univ. Book Store. 
Good English , J. L. Haney, The Edgerton Press. 

Manual of Good English, MacCracken and Sandison, The Macmillan Com- 
pany. 


CHAPTER IV 




THE SENTENCE— CLEARNESS 


A sentence which may be interpreted in more than one 
way lacks clearness and is said to be ambiguous. Every 
business communication should be so phrased that its mean- 
ing cannot be mistaken. 

This chapter treats of the commoner violations of clear- 
ness. Study carefully each of the faults illustrated in the 
sentences given and make sure that you know exactly how 
the improved form of sentence avoids the fault. 

Sentence sense. It is important that you know exactly 
where to end each sentence. The commonest error is that of 
putting too much in one sentence; the next commonest is that of 
putting in too little. 


Too much included 

Form letters are identical ex- 
cept for the addresses, these are 
usually typed in afterward. 

I have been employed by Mr. 
Burns for a year, during that 
time I have kept the books and 
handled all the correspondence. 

I was informed that you had a 
typewriter for sale and would like 
to know if it is still on sale; if so, 
please advise me as to the price. 

When we first put this article 
on the market, we found that it 
would be a good seller and so we 
decided to enlarge our plant im- 
mediately so that we could sup- 
ply promptly all the numerous 
orders which kept coming in con- 
stantly, although we could not 
begin to fill them all. 


Improved 

Form letters are identical ex- 
cept for the addresses. These 
are usually typed in afterward. 

I have been employed by Mr. 
Burns for a year. During that 
time I have kept the books and 
handled all the correspondence. 

If you still have the typewriter 
which you offered for sale, please 
inform me of the price. 

This article almost immediately 
proved to be a good seller and, 
although we ran our little plant 
to its full capacity, we could not 
fill our orders. This led us to 
enlarge our factory in order that 
we might supply our customers 
promptly. 


55 


56 


BUSINESS MAN’S ENGLISH 


Too little included 

We always carry a full line of 
tinted bond in our New York 
store. Also in our Chicago 
branch. 

We should like to book your 
order. But we cannot agree to 
the terms which you propose. 

A man has money in the bank 
in the place where he lives and 
owes some one in a distant city. 
He asks the bank to telegraph the 
person some money. 


Improved 

In our New York store and 
also in our Chicago branch, we 
always carry a full line of tinted 
bond. 

We should like to book your 
order, but we cannot agree to the 
terms which you propose. 

A man who has a bank account 
may ask his bank to telegraph 
money to one of his creditors in 
a distant city. 


Word order. A carelessly arranged sentence sometimes 
conveys a meaning quite different from what is intended. 


EXERCISE 

Change the order of words in the following sentences so that 
there can be no mistake as to the meaning: 

1. For two months I substituted for a friend who was ill in the 
American Locomotive Works. 

2. A circular is a good means of bringing whatever one has to say 
before the public. 

3. Every loaf of our bread is packed as soon as it comes from the 
oven in waxed paper. 

4. I wish to know of Mr. Wentworth’s experience, his record 
while employed by you, and his ability. (The object with the clausa 
modifier should come last.) 

5. A Pullman car can only accommodate a certain number of 
people. 

6. You can just buy what you need. 

7. A dunning letter is a letter sent to a person containing a bill. 

8. All that has to be done in a form letter is to fill in the name 
and address of the person to whom it is to be sent with a typewriter. 

9. Wisconsin is a good producing section for grains. 

10. He doesn’t take time to even clean the type of his machine. 

11. Consider me for the position you offer for a general clerk in 
the World. 


THE SENTENCE— CLEARNESS 


57 


EXERCISE 

Place the word in parenthesis in the correct position in each 
sentence. If more than one position is correct, show the differ- 
ence in meaning. 

1. It was yesterday that I saw him (only). 

2. He took me to the station in his automobile (merely). 

3. The child is about four years old (only). # 

4. I see him going home from work (often). 

5. The man who can govern himself is fit to govern others 
(only). 

6. Every man can do so well (not). 

7. I have been planning to visit you (every day). 

8. The man promised to go (immediately). 

9. I supposed that he was honest (always). 

10. You can blame him (hardly). 

11. They insist that I am wrong (still). 

12. He agreed to return the money (at once). 

13. It is the duty of the correspondence supervisor to train a new 
typist in letter form and content (both). 

14. I can find him nor his brother (neither). 

15. We are complaining about the delay but about the breakage 
(not). 

Dangling construction. Do not use a participle or a 
phrase in a sentence, unless the word it modifies is clearly 
expressed. 


Wrong 

Desiring to spend the summer 
in the country, will you send me 
a catalog of your camp? 

Failing to reply to my third 
letter, I am compelled to put 
the account into the hands of 
my attorney. 

In reply to your telegram, 
kindly send me the following 
goods. 


Right 

Since I am planning to spend 
the summer in the country, I 
should like a catalog of your 
camp. 

Since you have not replied to 
my three letters, I shall put the 
account into the hands of my 
attorney for collection. 

In accordance with your tele- 
gram, you may send me the fol- 
lowing goods. 


58 


BUSINESS MAN’S ENGLISH 


EXERCISE 


Recast the following sentences so as to avoid the dangling 
construction : 

1 . Having received an application from Harold Peterson of Liver- 
pool, Ohio, for a position as correspondence critic, he refers to you. 

2. After reading lengthy letters, most of the contents are forgotten. 

3. Answering your advertisement for a bookkeeper, please con- 
sider me an applicant., 

4. While traveling, a . box of our crackers is delicious. 

5. Being in sealed packages keeps dust and germs from getting 

in. . 

6. I have had eight months’ experience with the Excelsior Motor 
Co., of Rochester, N. Y., but owing to lack of water power, I am 
forced to seek another position. 

7. When traveling, many an appetite may be satisfied with our 
goods. 

8. By advertising widely, the customers of a firm may be greatly 
increased. 

9. While in our special sealed packages, we guarantee our biscuits 
to be free from all impurities and not be stale. 

10. By engaging rooms for the entire summer season, rates are 
given a little lower, averaging about $10 a week. 


Change of viewpoint. Care should be taken not to shift 
the point of view in a sentence by making unjustifiable changes 
in person, number, or voice. 


Wrong 

This firm is an enterprising 
company that needs bright, 
industrious men to fill our va- 
cancies. 

I want to thank all my cus- 
tomers for the trade you have 
given me. 

I prefer to buy goods at a store 
where the clerks will wait on you 
politely. 

I ordered these goods early last 
week and they should have been 
received before this. 


Right 

This firm is an enterprising 
company that needs bright, in- 
dustrious men to fill its vacancies. 

I wish to thank all my cus- 
tomers for the trade they have 
given me. 

I prefer to buy goods at a store 
where the clerks will wait on me 
politely. 

I ordered these goods early last 
week and should have received 
them before this. 


THE SENTENCE— CLEARNESS 


59 


EXERCISE 

Rewrite the following sentences, avoiding a change of view- 
point: 

1. A dunning letter is sent by a person to some one who owes 
you money to get them to pay. 

2. Every man should have a watch whether you are a mechanic 
or a bookkeeper. 

3. He has applied to us for the position of head bookkeeper and 
would like to know how he can handle this line of work. (In a letter 
to a reference.) 

4. My service will try to be as good as any grocer can make it. 

5. A young person should always remember that it pays to be 
polite. Never allow yourself to be disrespectful. 

6. You must give your customers good service. Unless you do so, 
you will not get any more trade from that customer. 

7. Bookkeeping is thoroughly understood by me and I will have 
no difficulty with that part of the work. 

8. He called on two customers and two sales were made. 

9. It is the brown car that he owns and he is proud of it. 

10. You have now paid me forty dollars and all additional pay- 
ments should be made to Mr. Stafford. 


Parallel construction. Compare the italicized parts of the 
sentences given below. Observe how the parallel construction 
increases the clearness and force of each sentence. When two 
or more parts of a sentence have the same relation to the main 
thought, they should have the same grammatical form. 


Mixed construction 
Parcel post rates depend upon 
Weight and where the package is 
sent. (Noun and clause.) 

Please send me circulars which 
will enable me to select a hotel and 
giving train connections. (Infini- 
tive and participial phrase.) 

What is more pleasing than to 
go into your office and the em- 
ployees are all busily occupied? 
(Infinitive and clause.) 


Parallel construction 

Parcel post rates depend upon 
weight and distance. (Noun and 
noun.) 

Please send me circulars re- 
garding hotel rates and train con- 
nections. (Noun and noun.) 

What is more pleasing than to 
go into your office and find the em- 
ployees all busily occupied? (In- 
finitive and infinitive.) 


6o 


BUSINESS MAN’S ENGLISH 


EXERCISE 

Apply the principle of parallel construction to the following 
faulty sentences, and rewrite each sentence: 

1. This kind of letter is used in following or to accompany a 
catalog. 

2. An employer likes to see a young man dressed neatly and 
always have polished shoes. 

3. For two years I have been employed as bookkeeper and also 
doing general office work. 

4. If a customer found the clerks dressed shabbily and looked as 
if they were careless, he would go elsewhere. 

5. Is he honest and faithful and lives up to his promises? 

6. Office buildings are generally steam heated or by some other 
method. 

7. Is he addicted to the use of alcohol and smoking? 

8. Some of a boy’s characteristics should be neatness, promptness, 
honesty, and not afraid to work. 

9. If the applicant’s clothes are not neat, stylish, fit well, and are 
becoming, he will be rejected. 

10. Circular letters are used to announce changes in a firm and 
for letting people know of special bargains. 

11. Circular letters are used to announce a sale, thanking one for 
their patronage, removal, or new stock. 

12. At noon each typist should carefully cover her typewriter and 
leave the office in good order and upon return be on time. 

13. Walter Hope has applied to us for a position as assistant book- 
keeper and to make himself useful about the office. 

14. For three years I have been in charge of the credits and making 
all collections for The Crane Company. 

15. Please tell me his record and of his ability. 

EXERCISE 

Correct any violations of clearness in the sentences that 
follow: 

1. The space given each passenger in a Pullman is much larger 
than an ordinary car. 

2. In buying goods in sealed packages, you buy everything that 
is sanitary. 

3. Office desks should be kept picked up. 


THE SENTENCE— CLEARNESS 


61 


4. The manager then dictates a reply to his stenographer that is 
short and vigorous. 

5. Never send a letter to a firm that is not perfect. 

6. If you buy package goods instead of bulk goods, you will come 
out cheaper in the end. 

7. Such a letter is used to announce the dissolution of partnership 
or a new manager. 

8. I will give you as good terms as Jones. 

9. We have been advertising for a young man who has had ex- 
perience in correspondence in the Times. 

10. When the old proprietor retired, he wrote to his customers 
asking them to continue their business just the same as before. 

1 1. These drawers of the cabinet contain cards with names on that 
have a rod extending through them. 

12. Such cards are also used by doctors that have person’s accounts 
on them. 

13. I assure you that all future orders will be filled with satisfaction. 

14. It is only because we are stopping business that we let him go. 

EXERCISE 

Correct any violations of clearness in the sentences that 
follow: 

1. A circular letter is one sent to many persons identically the 
same. 

2. Portland is noted for the shipping of lumber, potatoes, and 
summer residents. 

3. The park will not be open on Sunday or Wednesday afternoon. 

4. A circular letter is a letter sent out to many people containing 
the same subject matter. 

5. He lost his position because he lacked a personal appearance. 

6. A dunning letter is one that refreshes the mind of the person 
that they owe him and wishes the money. 

7. In time of war it is hard to ship abroad only such articles as 
the countries need for fighting. 

8. I will gladly return the favor if it happens to come my way. 

9. He told the man his wife had been taken suddenly sick. 

10. The device will not fit any typewriter. 

1 1. No one must go till five o’clock. 

1 2. Everybody need not go. 

13. He obtained certain information about the thieves. 


62 


BUSINESS MAN’S ENGLISH 


EXERCISE 

Correct any violations of clearness in the sentences that follow: 

1. An office on the ground floor is liable to take a stenographer’s 
mind from his work by the passers-by. 

2. The apparatus consists of a spark coil between which the spark 
jumps. 

3. These goods are all packed in sealed packages with our 
signature. 

4. Many sales are made by reading advertisements in street cars. 

5. Whenever you hear any one speak of watches and accuracy, 
they always mean the Elgin for they go together. 

6. The purchase is delivered promptly when it gives great satis- 
faction. 

7. This watch has a long spring and will run thirty-six hours with- 
out winding. 

8. The auto far excels the horse in time and expense. 

9. On Pullman cars there is a porter to help you on and to brush 
you off. 

10. Under the classified advertisements you will find articles that 
cannot afford to be lost. 

11. All our goods are packed in dust and germ proof packages. 

12. The cottage is surrounded by a porch inclosed in screens for 
eating and sleeping. 

13. He has referred me to you as having been a clerk in Rodgers’ 
dry goods store. 

EXERCISE 

The following sentences show faulty structure. Rewrite each 
sentence in correct form, being sure that the meaning is un- 
mistakable. 

1. We could build up our trade with countries that German and 
English ships did before the war. 

2. Also I am sure The Badger Manufacturing Company would 
speak well of my work. 

3. A salesman calling at a man’s office, if he is not well dressed, 
there are a great many people who would not have anything to do 
with him. 

4. Also I would like to know what the salary is. 

5. This applies to a milliner, her own hats must be becoming or 
she will not do a large business. 


THE SENTENCE— CLEARNESS 63 

6. Is he regular in regard to business hours, also his reason, if 
possible, for leaving your employ. 

7. I refer to Mr. Hilton. Also Mr. Barnes for whom I worked 
after school hours. 

8. You have always been prompt in the payment of your bills, 
which I hope you will do the same this time. 

9. I have been employed by The Corning Glass Co., during that 
time I kept the books and handled the correspondence. 

10. The fountain pen has saved the business man many a step, he 
has been able to sign instruments and write checks under such cir- 
cumstances, that without the fountain pen he could never have done it. 

11. In every office, no matter how small it may be, you will see a 
typewriter of some sort there. 

12. While in their employ, I was a bookkeeper, my reason for leav- 
ing was because I wished to find a better position. 

13 Don’t use fifty words in an advertisement when you could of 
had the same sense in twenty-five words, thus not only saving money, 
but at the same time make the advertisement more noticeable. 

14. Any further information you may require, I shall be glad to 
furnish it. 

15. Inclosed you will find a letter of recommendation. Also I refer 
you by permission to Mr. Byron Henderson, our correspondence critic. 

EXERCISE 

The italicized words are not well chosen. By the aid of a 
dictionary, find words that are more appropriate. 

1. I hope to receive an interview. (In a letter of application.) 

2. Boxed crackers withhold their flavor better than loose crackers. 

3. Fancy dresses are out of place in a store. They should be pre- 
served for social occasions. 

4. It is our attempt to please every customer. 

5. A merchant must not put a statement in his advertisement that 
he is not capable of doing. 

6. One’s dress usually foretells the character of the wearer. 

7. We recently changed the residence of our factory. 

8. The card index is a very helpful process in filing. 

BIBLIOGRAPHY 

Handbook of Composition , Edwin C. Woolley. D. C. Heath & Co. 

Elements of Composition, Canby and Opdycke, The Macmillan Company. 


CHAPTER V 


THE SENTENCE— EMPHASIS 


A sentence may be perfectly clear and yet not be forceful. 
It is easier to attain clearness than force. A clear sentence 
is one that cannot well be misunderstood; a forceful sentence 
is one that carries its message even to a reluctant mind. In 
your written work you should be constantly on the alert for 
changes that will make your language more forceful. 

The fault of wordiness. So long as the idea is clearly ex- 
pressed, the shorter the sentence, the more forceful it is. 

Wordy More emphatic 

Our filing cabinet is of the Our filing cabinet is built like 
best construction, rigidly and a skyscraper, 
solidly built, and capable of sus- 
taining great weight without sag- 
ging or bending. 

Emphatic positions for emphatic ideas. The beginning and 

the end of a sentence are the positions that are most emphatic. 
These should be reserved for ideas that deserve prominence. 


Weak 

This machine will make no 
mistakes in doing all your adding, 
subtracting, multiplying, and di- 
viding. 


More emphatic 

This machine will do all your 
figuring — adding, subtracting, 
multiplying, and dividing — and 
will make no mistakes. 


EXERCISE 

Rearrange the following sentences so that the most impor- 
tant ideas will occupy emphatic positions: 

1. Advertising does not pay, some merchants still believe. 

2. The money-back guarantee is a good clincher in any sales letter. 

64 


THE SENTENCE— EMPHASIS 


65 


3. However, improvement could be made in the service, I believe. 

4. Generally, our sales for September show a good increase for 
some reason. 

5. To a considerable degree, the success of a merchant may depend 
upon the co-operation and service given by his bank. 

Repetition for emphasis. Repeating an important word 
tends to emphasize that word. Care should be taken to repeat 
only the words that should be emphasized, for the repetition 
of unimportant words weakens a sentence. In such a sentence 
it is better to use a synonym than to repeat the unimportant 
word. 

He is a man who gets results — results which you can measure in 
dollars and cents. 

This filing system saves space, saves time, and saves money. 

Undesirable repetition. Repetition, rightly used, makes a 
sentence emphatic; but incorrectly or carelessly used, it lessens 
the effect. Care should be taken not to use a word in more 
than one sense in the same sentence. 

EXERCISE 

Recast any of the following sentences that you consider lack- 
ing in emphasis: 

1. I find that your order was delayed in order to give time for 
special packing so that it would reach you in good order. 

2. A careless application will keep an employer from employing 
an applicant. 

3. Gasoline is now used more than it used to be. 

4. She simply steps to the telephone and telephones her order. 

5. If we do not please you, please do not hesitate to tell us. 

6. Every Red Blush Apple is wrapped in a tissue wrapper and is 
used for scores of uses. 

7. This law is unjust in principle, unjust in its discrimination, and 
notably unjust in its administration. 

8. The card should be immediately replaced in its place. 

9. I thank you for your patronage that you have given me. 


66 


BUSINESS MAN’S ENGLISH 


10. Now that this matter has been called to your attention, I hope 
that you will give it your immediate attention. 

11. In writing business letters, the writer must be careful not to 
write such letters carelessly. 

12. For reference, I refer to A. J. Wilson and Charles Kelsey. 

13. Another year has passed, and judging from your liberal patron- 
age in the past, we hope to retain your trade in the future. 

14. The goods were very carefully packed before we shipped the 
goods from our shipping department. 

15. Our tailored suits are sure to suit you and we have prices to suit 
every purse. 

16. If I receive any of your trade during the coming year, I assure 
you it will receive my best attention. 

EXERCISE 

The following paragraph is wordy and has many undesirable 
repetitions. Rewrite it in the clearest and most forceful lan- 
guage at your command. 

Business has increased greatly during the past years. Modern 
methods have arisen and many things have been invented that pro- 
mote the business of business houses. One of the most important 
factors that business depends upon is advertising. Advertising is 
the first business essential. Without advertising, a business will not 
progress as quickly as houses that advertise. 

Climax for emphasis. The arrangement of a series of words, 
phrases, clauses, or even sentences so that the weakest comes 
first and the strongest comes last, is known as climax. It is a 
very powerful method of emphasis and is much used in ad- 
vertisements and in sales letters. 

We offer American cravatings of the daintiest designs, the richest 
tones, and the very latest style of cut. 

This piano is an example of irreproachable artistry of design and 
finish, lifetime durability, and the highest perfection of tone and res- 
onance. 

Climax and repetition are sometimes used together with good 
effect. 


THE SENTENCE— EMPHASIS 


67 


These evening wraps are Spanish— Spanish in the graceful manner 
of draping, Spanish in the way milady envelopes herself in the soft, 
clinging folds, and Spanish in the tout ensemble. 

EXERCISE 

Use climax to make the following sentences more emphatic: 

1. Our Walk-Easy Heels remove the nerve tension, are made of 
soft rubber, and grip the pavement. 

2. We have a model for every type — men of generous girth, tall 
men, short men, growing boys. 

3. This car has luxurious cushioning for riding comfort, long life 
qualities, and easy control. 

Balanced sentence for emphasis. The setting of one idea 
over against another in the same sentence is also a powerful 
means of emphasizing both. 

Akron is the rubber center of the world; Cleveland, the lake port of 
enterprise. 

We couldn’t improve the powder; so we improved the box. 

The harder the pavement, the more the live heel helps. 

Periodic sentence for emphasis. A periodic sentence holds 
back the most important point till the very end. This em- 
phasizes the point by keeping the reader in suspense till the 
whole sentence is completed. 

Loose form 

The greatest resilience is com- 
bined with the utmost durability 
by this special process. 

Varied order for emphasis. Using the same order of subject, 
predicate, and modifiers in every sentence, tends to make the 
reading monotonous. Frame your sentences so that they 
will not all be in the same form. Aim to put the parts requiring 
emphasis at the beginning or the end of the sentence. 


Periodic form 

By this special process, the 
greatest resilience is combined 
with the utmost durability. 


CHAPTER VI 


THE PARAGRAPH 

A paragraph is a sentence or a group of sentences develop- 
ing a single, easily recognized subject. 

Essentials of a good paragraph. To be easily understood, 
a paragraph must be about one thing only. This gives it unity. 
It must be composed of sentences arranged in such order that 
the thought is easily carried over from one sentence to the 
next. This gives coherence. If certain parts are more impor- 
tant than others, these parts should have the emphatic posi- 
tions in the paragraph. This is the principle of emphasis. 

Unity. A paragraph has unity when it contains nothing 
that does not bear upon the topic of the paragraph, and omits 
nothing needed to complete the topic. 

Read the following paragraph carefully and determine whether 
it has a single, easily recognized subject. If so, what is it? Do 
the sentences all bear a close relation to that subject? Does 
the repetition of we might strengthen or weaken the paragraph? 

There isn’t a day that you don’t need our services. While you are 
enjoying the best of health and expect to live a hundred years, we 
might be keeping your valuable papers secure against fire and thieves. 
We might be the custodian of your bonds, cashing the coupons as 
they come due, and crediting your account. We might be attending 
to the payment of your taxes out of the funds which are accumulating. 
We might be helping you to provide for your family’s welfare as 
trustee of your estate and executor of your will. In fact, there are 
countless ways in which we might be of service to you, and later, to 
your family. 

Coherence. A paragraph has coherence when each sen- 
tence grows naturally out of the one that precedes it. The 

68 


THE PARAGRAPH 


69 


paragraph just quoted has both unity and coherence. The one 
that follows has unity, but it lacks coherence. Compare the 
sentence arrangement of the two paragraphs. 

There isn’t a day that you don’t need our services. We might be 
attending to the payment of your taxes out of the funds which are 
accumulating. In fact there are countless ways in which we might 
be of service to you, and later, to your family. While you are enjoy- 
ing the best of health and expect to live a hundred years, we might 
be keeping your valuable papers secure against fire and thieves. We 
might be helping you to provide for your family’s welfare as trustee 
of your estate and executor of your will. We might be the custodian 
of your bonds, cashing the coupons as they come due, and crediting 
your account. 

Coherence in the paragraph is secured through the use of 
the pronouns this and that , and by the repetition of words 
echoed from the preceding sentence; as, “At last we have hit 
upon a plan which we believe will work. The plan calls 
for. . . Certain conjunctions and adverbial expressions are 
very useful in promoting coherence by showing whether the 
ideas that they introduce have a causal relation to what 
precedes, or are opposite, or are merely additional. 

Cause: therefore, for this reason, because 

Contrast: however, nevertheless, on the other hand, in spite of this, 
but 

Addition: furthermore, moreover, besides, then again, in the first 
place, in the second place, also 

Manner: thus, in this way, similarly 

Coherence between paragraphs is obtained by making each 
paragraph grow naturally out of the one preceding. This is 
done by following some logical arrangement, by the use of 
“echo words,” and by. the use of some of the conjunctions 
listed above. Whenever it is necessary to make a somewhat 
violent change in the development of the thought, use is 
frequently made of a transitional sentence such as, More- 
over, we have an interest in our customers beyond that of 


7o 


BUSINESS MAN’S ENGLISH 


making the first sale.” “And yet there is something to be 
said for the other side.” 

Emphasis. The principle of emphasis requires that the 
most important points be given the emphatic positions — the 
beginning and the end of the paragraph. The paragraph last 
quoted violates the principle of emphasis. Compare it carefully 
with the first paragraph quoted and point out how emphasis is 
violated. 

Emphasis may be secured by the repetition of important 
words or phrases, or by the use of climax, which is the pro- 
gressive arrangement of the parts of a paragraph in the order 
of increasing importance. The paragraph quoted below makes 
use of both repetition and climax. 

Talk earnestly and convincingly and you will almost always get a 
hearing. Not many men — no matter how little they may be in- 
terested at first — will turn you down flatly. Talk earnestly and con- 
vincingly and their indifference will vanish — they will show a real 
interest in your proposition. Talk earnestly and convincingly and 
you will make the sale. 

Short paragraphs. Short paragraphs, like short sentences, 
are appropriate when it is desired 

1. To make an idea emphatic 

2. To compel immediate action 

3. To impress the reader with the firm’s progressiveness 

In advertisements and sales letters, short paragraphs are 
much used because emphasis and action are the results aimed 
at. Short paragraphs arouse the interest of the indifferent 
reader because they are more easily read. In the illustration 
given, observe the increased attractiveness and the added 
emphasis when each reason is separately paragraphed. 


THE PARAGRAPH 


7i 


Let the Excelsior Truck help 
you save. It will certainly do 
this for you because you save 
$200 to $1000 in first cost. You 
save in depreciation because of 
small first cost. You save in 
maintenance, since every Excel- 
sior part is carefully tested. You 
save in operation, since the Ex- 
celsior hauls for one cent a ton 
per mile. On fair roads, 30 cents’ 
worth of “gas” will haul two tons 
15 miles. 


Let the Excelsior Truck help 
you save. It will certainly do 
this because — 

You save $200 to $1000 in first 
cost. 

You save in depreciation be- 
cause of small first cost. 

You save in maintenance, since 
every Excelsior part is carefully 
tested. 

You save in operation, since 
the Excelsior hauls for one cent 
a ton per mile. On fair roads, 
30 cents’ worth of “gas” will 
haul two tons 15 miles. 


Short paragraphs would not be appropriate in a letter in- 
tended to pacify an angry customer, nor in collection letters, 
except, perhaps, in the last one, when the customer is notified 
of impending legal action. 

Long paragraphs. Long paragraphs may be employed with 
good effect, when it is desired 


r. To render as inoffensive as possible a decision unfavorable to 
the reader 

2. To calm the reader, or to dissuade him from hasty action 

3. To impress the reader with the firm’s fair dealing, sound policy, 
and the like 


Whenever it is necessary to say No without giving offense, 
or to insist upon something to which your correspondent ob- 
jects, the long paragraph is particularly useful. It gives op- 
portunity to introduce explanatory matter that will prepare 
the reader for your final refusal and will tend to make him 
see the justice of it. 

In the letter given below, see how effectively the writer 
has used the long paragraph. Observe how impossible it 
would be to use the short paragraph and accomplish the 
same purpose. 


72 


BUSINESS MAN’S ENGLISH 


Dear Sir: 

When the Ideal Locks were first put on the market seven 
years ago, we had to decide upon a sales policy we could ad- 
here to. We could make a substantial lock which would sell 
at a low price because almost nothing had been spent on 
“trimmings.” Or we could make a beautiful lock for a small 
price because we “skimped” on the parts that couldn’t be 
seen. Or we could make a lock that was first-class in every 
respect — strong and durable inside and beautifully finished 
on the outside, an ornament on the best front door in town. 
This last thing is what we decided to do. 

Our competitors can sell you cheaper door locks. So could 
we, if we would. But nobody can sell you a better or a more 
beautiful lock. That is why we have no difficulty in selling 
our product. We should like to give you a handsome dis- 
count from our standard price, but we couldn’t do it and keep 
up our reputation for quality. This is the reason that we 
cannot offer you the discount you ask for. 

Very truly yours, 


Long paragraphs may well be used in advertisements and 
sales letters whenever it is necessary to go into detailed ex- 
planations, or whenever it is desired to impress the reader 
with the integrity of the company. Houses dealing in bonds 
and high grade securities make frequent use of the long para- 
graph. While the short paragraph would serve the purpose 
of the “boom lot” promoter of real estate by attracting at- 
tention and compelling immediate action, its use would be 
unwise in more conservative investment offers because there 
is no room for qualifying or making exceptions to statements 
which, in the short paragraph, must necessarily be sweeping 
and immoderate. 

Topic sentence. A well developed paragraph usually opens 
with a sentence that gives the central thought of the para- 
graph. This is the topic sentence. It should be framed with 
great care since it occupies a position of emphasis in the para- 
graph. “There isn’t a day that you don’t need our services,” 
is the topic sentence of the paragraph quoted under Unity. 


THE PARAGRAPH 


73 


Occasionally a writer desires to avoid stating the topic of the 
paragraph at the outset, but prefers to lead up to it gradually 
in order not to arouse resentment. He then arranges his para- 
graph in periodic form, placing the topic sentence at the end. 
This method is used in the following paragraph: 

With reference to our invoice for $457.28, which became due 
April 25, let us say that it is our practice to draw on our customers 
for matured accounts. Unless we receive your check within the next 
ten days, or hear from you with objections, we shall assume that you 
will honor our draft for the amount overdue. We much prefer, how- 
ever, to receive your remittance direct, and earnestly urge that you 
send check by return mail. 

Summarizing sentence. In addition to a topic sentence, 
many paragraphs are made emphatic by having at the end 
a sentence which gathers up the main points of the para- 
graph. “In fact, there are countless ways in which we might 
be of service to you, and later to your family,” is the summariz- 
ing sentence of the paragraph quoted under Unity. 

Methods of paragraph development. Among the commoner 
ways of developing the topic sentence may be mentioned the 
following: 

1. Narrating events in order of occurrence 

2. Giving examples, or instances 

3. Giving particulars, or details 

4. Giving reasons 

5. Contrasting ideas 


EXERCISE 

Examine the following paragraphs. Point out the topic 
sentence in each case and mention what method of paragraph 
development has been used. 

1. You should consult Good Housekeeping frequently because 
Good Housekeeping is maintaining for your use a number of scien- 
tifically conducted departments and bureaus which deal in a big con- 


74 


BUSINESS MAN’S ENGLISH 


structive way with the vital questions of home management, nutri- 
tion, and comfort. You should consult it because every recommenda- 
tion is thoroughly tested before it is brought to your attention, and 
because it will help you to attain the maximum of efficiency in manag- 
ing your home. 

2. The East Ninth Street piers in Cleveland are the finest and 
most complete terminal on the Great Lakes. These concrete piers 
are 700 feet long and 500 feet wide and cost half a million dollars. 
They cover an area of five acres with a dock frontage sufficient for 
five steamers at a time. The waiting rooms are modern, affording 
every convenience for the traveling public. Street cars pass the door 
at two minute intervals, enabling passengers to reach the center of 
the city ten minutes after the arrival of the steamer. Altogether, 
the piers leave little to be desired. 

3. Our course in salesmanship pays the best of dividends. A real 
estate salesman in Leadville, Colorado, who was. making $12,000 a 
year, made a $15,000 sale as a result of one idea he got out of this 
course. The manager of a piano store in Detroit sold a $600 piano 
by using one point which he learned the very day he enrolled. A 
Boston student who took this course made a dividend of 1500% on 
his investment within two years after enrollment. 

Oral paragraphing. A speaker frequently has not time to 
organize his thoughts into well developed paragraphs, as a 
writer may. He should, however, be careful to speak in 
thought units; that is, he should say all that he has to say 
about one topic before proceeding to the next. In a prepared 
speech, he should observe the principle of coherence and 
should give particular attention to placing the important 
points in emphatic positions. 

EXERCISE 1 

Write a good paragraph on each of the topics given below, 
using the method suggested. Suggest another method of de- 
veloping two of these topics. 

1 In the exercises under Credits and Collections, the Adjustment of 
Claims, Advertising, and Sales Letters, abundant opportunity will be given 
for the application of the principles of paragraphing. 


THE PARAGRAPH 


75 


1. Retail business has been good lately. (Specific instances) 

2. Auto chains are worth more than they cost. (Reasons) 

3. The adding machine is useful in many ways. (Details) 

4. The development of air craft has been slow. (Narration) 

5. This floor varnish is a superior article. (Details) 

6. We must, therefore, insist upon your completing your contract. 
(Periodic arrangement) 

7. In many ways, the motor truck is superior to the railroad as a 
means of transporting freight. (Contrast.) 


CHAPTER VII 


PUNCTUATION 

Full stop — the period. This mark (.) is used 

1. At the end of a declarative or an imperative sentence. 

The express charges are eighty cents. 

2. After all initials and after most abbreviations. 

F. X. Betts, Ltd., C. O. D., f. o. b., a. m., lb. 

3. To separate hours from minutes in indicating time. The 
colon is also used here. 

3.29 p. m. 12.40 a. m. 

Full stop — the question mark. This mark (?) is used 

1. At the end of every direct question. Indirect questions 
do not require this mark. 

How much are these oranges a dozen? 

He asked me if we could make shipment at once. 

2. After abbreviated questions. 

What is the car lot freight rate on corn to Philadelphia? To Balti- 
more? To Roanoke? 

3. In marks of parenthesis after a word in a sentence, the 
meaning or correctness of which is in doubt. 

He went immediately (?) to Sacramento. 

Full stop— the exclamation point. This mark (!) is used 

1. After words or sentences showing strong feeling. 

76 


PUNCTUATION 77 

Never! 

What beautiful lace! 

How good those apples smell! 

Partial stop— the colon. This mark (:) is used 

1. After the salutation and after the word introducing the 
letter subject in business letters. 

Dear Sir: Gentlemen: My dear Miss Bard: 

Subject: Automatic Pumps. 

2. After forward-looking expressions. 

Send us the following supplies: 

The following persons were elected to office: 

I cannot accept your offer for two reasons: first, my health will 
not permit me to live in the South; second, I cannot now be released 
from my present position. 

3. Before a long quotation, instead of the comma as re- 
quired before a short quotation. 

The Interstate Commerce Commission says in its recent report: 
(Here follow five paragraphs of quoted matter.) 

4. To separate hours from minutes in indicating time. The 
period is also permissible. 

12:00 M. 3:45 p.m. 

5. To separate the clauses of a sentence that express the 
same idea. 

We offer you the tires cheap: we will almost give them to you. 

6. To separate clauses very loosely connected. The modern 
tendency is to make two sentences of such clauses. 

We do not carry the Nonpareil Refrigerator in stock: we do not 
even know it. 

Partial stop — the semicolon. This mark (;) indicates greater 
separation than the comma and less than the colon. It may 
be used 


78 


BUSINESS MAN’S ENGLISH 


1. To separate the members of a compound sentence when 
these members contain commas. 

The government postal card is not alluring, not attractive; it has 
not the pulling power of the private card, properly designed and 
printed. 

2. Before namely , as, viz., and similar words introducing an 
example. 

We carry three grades of shingles; viz. Clear Butts, Star A Star, 
and XXXX. 

Partial stop — the comma. This point (,) marks a very slight 
degree of separation. It is used 

1. To set off words, phrases, and clauses which may be omitted 
without affecting the grammatical structure of the sentence. 

a. Words: however, besides, perhaps, therefore, finally, more- 
over, consequently, accordingly, and the like. 

This price, however, does not include delivery. 

b. Phrases: in fact, without doubt, by chance, of course, after 
all, in short, in brief, in reality, to make a long story short, and 
the like. 

We are always ready, of course, to rectify any error. 

c. Clauses: if possible, as you know, as it happens, I think, we 
believe, and the like. 

This man was formerly, we believe, in the insurance business. 

2. To set off explanatory modifiers, or appositives. 

The chassis, or running gear, is very light. 

Dr. Hunt, the newly elected chairman, was not present. 

3. To separate words, phrases, or clauses arranged in a series. 

Billings, Browning & Vunk. 

He ordered sugar, salt, flour, and tea. 

NOTE. The best modern usage requires the comma in a series, even 
when and is used. 


PUNCTUATION 


79 

4. To separate a subordinate clause from the rest of the 
sentence. 

If you will send us the number of your furnace, we shall be glad 
to send you the proper grate bar. 

This house, which has been in business some forty years, enjoys 
an enviable reputation. 

Restrictive relative clauses — those required to make the 
meaning clear — are not set off by commas. 

The house that advertises gets the trade. 

5. To separate a long subject from its predicate. 

What may seem to an outsider as wholly unnecessary, is frequently 
of vital importance. 

6. To set off words of direct address. 

George, run this off on the adding machine. 

I appreciate your courtesy, gentlemen, in permitting me to appear 
before this committee. 

7. To separate clauses in a long compound sentence. 

The doors will go forward tomorrow, and the windows will follow 
in a day or two. 

We can furnish this tire for $30, but we do not advise its pur- 
chase. 

8. To set off a part of a sentence out of its natural order. 

Through the courtesy of Mr. Hines, I am sending you our illus- 
trated Tour Book. 

9. To indicate omitted words which are easily supplied. 

Some people always wear tan shoes; others, black. 

10. To precede direct quotations not of great length, and to 
set off words between the parts of a broken quotation. 

The manager said, “Those that come late will have their wages 
docked.” 

“Your machine,” he said after careful examination, “can be re- 
paired for $50.” 


8o 


BUSINESS MAN’S ENGLISH 


ii. After expressions like “the question is,” “the point 
is,” etc., introducing a noun clause not quoted. 

My query is, Can this condition be remedied? 

The important point is, He was not in his place at the critical 
time. 

EXERCISE 

The sentences below have all the necessary punctuation ex- 
cept commas. Copy these sentences, inserting commas wher- 
ever they are needed, and give the reason for their use. 

1. In gold such a comb is priced $1.85; in silver $1.25. 

2. Nothing could be more deliciously satisfying than a sandwich 
of freshly cooked thoroughly wholesome tongue ham or corned beef 
with crisp crunchy lettuce. 

3. Individuals firms or corporations will find our safe-deposit 
facilities well adapted to their special needs at moderate cost. 

4. The market after a quiet and rather indifferent opening showed 
a gradual upward tendency all through the morning. 

5. Mr. Van Riper the treasurer of our company was not able to 
be present. 

6. In variety of design choice of fur and range of price this show- 
ing has not been equalled in Greater New York. 

7. To begin with our circulation is the largest in the city. 

8. You may address him at 1016 Grand Avenue Toledo Ohio. 

9. Please send me without obligation on my part full informa-* 
tion about the league. 

10. If you have pluck and proper stuff in you we can offer you an 
unusually promising position. 

11. We advertise in The Chicago Tribune The Pittsburg Dispatch 
The Philadelphia North American and The Washington Post. 

12. Write to P. F. Green Eastern Representative 140 Nassau St. 
New York City. 

13. No free copies no sample copies no copies spoiled in printing 
and no copies remaining unsold at the office of publication are in- 
cluded in these figure^. 

14. Our record we feel sure will interest you. 

15. The advertising campaign was begun in a small way; that is 
six-inch single column displays were run in two magazines. 

16. Yet after all he is undoubtedly right. 


PUNCTUATION 


81 


17. In selecting a farm consider first soil; second, water; third 
climate; fourth markets. 

18. Soil water climate markets — these are the four requisites. 

19. Mr. R. S. Denison secretary of the Dallas Chamber of Com- 
merce will be one of the speakers. 

20. Why doesn’t this ink write black George? 

21. Some one has said “There is only one time to advertise and 
that is all the time.” 

22. Do you know by actual measurement the exact pulling power 
of every form letter every circular and every advertisement you are 
putting out? 

23. The question to answer in planning a sales campaign is Will 
the results justify the expense? 

24. The profit on these first sales may not be large but such a be- 
ginning will make subsequent sales easy. 

25. “We can meet their price” said the sales manager “but it 
would be at the expense of quality.” 

Partial stop — the dash. In letters, advertisements, and 
business English generally, the dash is next to the period and 
the comma in frequency. Do not use this mark too much; 
it produces a choppy style which is not pleasing if continued 
too long. 

This mark ( — ) is used 

1. Before explanatory expressions, where that is, or such as, 
might have been used. 

We have everything for the builder — lumber, brick, plaster, cement, 
etc. 

Give us the facts about Mr. Waterbury— not a glowing testimonial. 

I have a position which I believe would appeal to you — the man- 
agership of one of our branch offices. 

2. Before words which sum up preceding enumerations. 

Ability, willingness, persistence — all these Miss Scott possesses. 

He asks for a discount of 3% and 60 days time— terms which we 
cannot make. 

3. To set off expressions which are grammatically inde- 
pendent. 


82 


BUSINESS MAN’S ENGLISH 


We shall be glad to draw plans — without expense to you — for 
wiring the whole plant. (Here commas would be equally correct.) 

The specifications — I say it with regret — have not been strictly 
followed. 

4. To precede a word repeated for emphasis. 

Our indirect light is satisfying — satisfying because it distributes 
the light evenly. 

Plan for every hour of the day just what you are going to do — 
and do it. 

5. To set off an explanatory modifier, or appositive, which 
is thrown in parenthetically and is not closely enough related 
to justify the use of commas. 

We could charge a reasonable price — say forty cents a dozen — for 
boxing and cartage. 

About a week ago, Mr. Hendershott — an old customer of ours — 
wrote that he was delighted with the new valve. 

The premium — thirty dollars a year — is a mere trifle, considering 
the protection you get. 

6. To mark an abrupt change of thought in a sentence. 

When prices get back to normal — but there’s no use of talking 
about that, they never will. 


EXERCISE 

Copy the following sentences, inserting the dash wherever 
needed. If you think other marks might have been used in- 
stead, bring the matter up for discussion in class. 

1. In one feature durability our car excels all others. 

2. If there is any package mail to be sent out and it is probable 
that there will be you should be particularly careful about zoning 
it accurately. 

3. There is one objection to this type of power lawn mower it is 
too heavy. 

4. He has not accepted so far as I know any of the positions 
offered to him. 

5. The price which we quote $2.50’ cannot be met by the mail 
order houses. 


PUNCTUATION 83 

6. We make this offer to new customers only as long as our stock 
lasts. 

7. Have you ever wished that there was a convenient room down 
town a room where you could rest when you were tired of shopping? 

8. We offer this stationery one box to a customer at 69 cents. 

9. I will meet you at the McAlpin or at any other place whenever 
it is convenient. 

10. One thing I will not tolerate disrespect to customers. 

11. President Wilson was a shorthand writer the first one that has 
occupied the presidential chair. 

12. As a typist, she lacks the prime essential speed. 

13. The inclosed voluntary expression not a begged-for testimonial 
tells what Bragdon & Hazard think of prism glass lighting. 

14. These laces are made now, as they have been made always by 
hand. 

15. This is the third time that I have written to you to say nothing 
about ’phoning twice regarding the delivery of those I-beams. 

EXERCISE 

Bring to class ten examples of the use of the dash in advertise- 
ments cut from newspapers or magazines. Justify the use in 
each case. Might other punctuation have been used? 

Partial stop — the marks of parenthesis. These marks ( ) 
are used 

1. In legal documents, but not usually in letters, to inclose 
expressions of money in figures. 

In consideration of the sum of Eighty Dollars ($80.00) to him in 
hand duly paid, the said party of the first part agrees to. . . . 

2. To inclose an expression which has no grammatical rela- 
tion to the sentence. In typewritten work, dashes are gener- 
ally used instead. 

Our Kitchen Cabinet No. 12 (see p. 27) is our most popular model. 

When I walked into the office (nobody knew I was coming) you 
should have seen the look on their faces. 


84 BUSINESS MAN’S ENGLISH 

The apostrophe. This mark (’) is used 


i. To indicate possession, authorship, and the like. 

Great care should be taken to place the apostrophe in its 
correct position. In the examples below, observe that the 
owner, possessor, or author is shown by the part of the word 
which precedes the apostrophe, regardless of whether the word 
is singular or plural. Proper names ending in 5 may take an 
additional s after the apostrophe; and when so written, should 
be pronounced with an extra syllable. Thus, Jones’s is pro- 
nounced Jones-es, while Jones’ is pronounced the same as 
Jones. Either form is allowable. 


This form 

The railroad’s liability 

The railroads’ liability 

The salesman’s orders 

The salesmen’s orders 

Mr. Adam’s store 

Mr. Adams’ (or Adams’s) store 


Means 

the liability of the railroad, 
the liability of the railroads, 
orders sent in by the salesman, 
orders sent in by the salesmen, 
the store conducted by Mr. Adam, 
the store conducted by Mr. Adams. 


2. To indicate the plural of figures, letters, words, or ab- 
breviations. 

Your 5’s look too much like your 3’s. 

There are no if’s about the matter. 

Be more careful to cross your t’s. 

We sent out 20 C. O. D.’s today. 

3. To indicate the omission of letters in a contraction. Be 
careful to place it correctly. Do not write have’nt for haven't. 
Contracted forms like the following are used in sales letters 
when the aim is to make the letter a personal talk. 

you’re you’ll aren’t won’t 

isn’t don’t we’re didn’t 

4. With certain words. A few words are always written in 
the contracted form; as, o'clock , ne'er-do-well , Hallowe'en. 

5. With certain firm names. Some use the possessive form; 


PUNCTUATION 85 

others do not. The only safe rule is to follow the form the 
firm itself uses. 

Adams Express Company Horace Pierson’s Sons 

Travis Realty Corporation Churchill’s 

It’s means it is; its means belonging to it. You’re means 
you are; your means belonging to you. Who’s means who is; 
whose means belonging to whom. 

EXERCISE 

Which of the forms given in the sentences below are cor- 
rect? If more than one in a group are correct, show the dif- 
ference in meaning. 

1. The (company’s, companie’s, companies’) employees. 

2. (Lady’s, ladie’s, ladies’) black coats at $27.50. 

3. The (director’s, directors’, directors) could not agree. 

4. The (employer’s, employers’) liability act. 

5. Two (year’s, years’) interest. 

6. A (month’s, months’) salary. 

7. (Barney and Berry’s, Barney’s and Berry’s) factories. 

8. The (German’s, Germans’) war policy. 

9. We carry (smokers’, smoker’s) supplies. 

10. The (companies, companies’, company’s) have agreed to settle 
the matter out of court. 

Quotation marks. These marks (“ ”) are used with quoted 
matter. 

Your trip on the “Peg Leg Railroad” must have been great fun. 

Carleton wrote, “I will give you fifty dollars for it.” 

“It must be delivered,” he continued, “before January 1.” 

A quotation within a quotation is set off by single quo- 
tation marks. 

The speaker closed his address by saying, “I agree with Pinckney 
when he said, ‘Millions for defense, but not one cent for tribute.’” 

Observe the relative position of the question marks and 
the quotation marks in the sentences that follow: 


86 


BUSINESS MAN’S ENGLISH 


He asked, “How did you fail to make that sale?” 

Didn’t you hear him say, “I cannot afford it at that price”? 

The hyphen. This mark (-) is used 

1. To join the parts of compound words. 

first-class, self-evident, twenty-three, thirty-four, etc. 

2. To indicate the carrying of a part of a word to the 
next line. Proper names are preferably not divided, and hy- 
phenated compounds should be divided only at the hyphen. 

3. To indicate inclusive pages, or inclusive dates. In typing, 
the single hyphen is used for this purpose. 

pp. 67-83. 1919-25- 


CHAPTER VIII 


SPEAKING THE BUSINESS MAN’S ENGLISH 


The importance of good speech. You will be judged largely 
by the English you speak. Your spoken English will be 
heard much more than your written English will be read. 
Your mastery of oral English will be put to the test many 
times every day and usually with no opportunity for prep- 
aration. For this reason, it is highly important that you 
make good English speech habitual, so that you may never 
be caught unprepared. 

Employers are constantly on the lookout for young men 
and women to add to their forces. Many a young person 
has not been considered for a position because he did not 
appreciate the money value of careful speech or had not cul- 
tivated that ease in meeting people so necessary in the better 
positions. The sad thing about it all is that the unsuccessful 
ones seldom know they were even among those mentioned 
for promotion. They usually attribute the other fellow’s . 
promotion to luck or pull, when in reality there was no 
luck or pull about it. Say to yourself as Lincoln did, “I 
will work and prepare myself and some day my chance will 
come.” 

EXERCISE 


i. Show how the person assigned to you from the following 
list will profit by being able to speak well: 


A bank cashier 
A newspaper reporter 
An auto salesman 
A physician 
A contractor 


A salesman in a jewelry store 
A buyer for a department store 
A lawyer 

An insurance agent 

The chairman of a board of directors 

87 


88 


BUSINESS MAN’S ENGLISH 


2. Why are most of the leaders in your community men and women 
who can speak well? 

3. Why do employers consider good address of so much importance 
even in the case of an office boy? 

4. Why should you learn to speak well in addition to writing well? 
Do you think it will pay in dollars and cents? 

Learning to speak. There are three steps which will be 
very helpful to you in learning to speak well. These are 
given in a list to help you remember them. 

1. Listening to good speakers 

2. Practicing before others 

3. Correcting your errors and strengthening your weak points 

Listening to good speakers. Do not miss an opportunity 
to hear a person who is recognized as a superior speaker. 
Try to discover the secret of his power. Is it the force of 
his utterance, the clearness of his points, or the aptness of 
his illustrations? Does he speak distinctly, or is he hard to 
follow? Is his voice always on one tone, or does he vary 
the tone and volume as emphasis requires? 

When you think you have discovered the secret of his 
power as a speaker, see if you can develop one of his points 
as clearly and as forcefully as he did it. Do not forget that 
in speaking to an audience — even an imaginary audience — 
you must open your mouth wider and say every part of 
every word much more distinctly than you have ever spoken 
in conversation. It will pay you, in practice, to exaggerate 
the clearness with which you speak every part of every word. 
This will help you to establish the habit of clear speech. 
You will not overdo it in public. 

Speaking before others. Good speaking is not an accident; 
it is the result of hard work. It is a mistake to suppose that 
every one who is glib of tongue is a good speaker. Good 
speaking is the result of habit, and habit comes through con- 
stant practice. 


SPEAKING THE BUSINESS MAN’S ENGLISH 89 

Whenever you plan to speak before your class or in any 
other public place, have clearly in mind the main points which 
you are going to make. Three or four points well made are 
better than half a dozen points badly confused. Do not try 
to memorize all that you are to say, but keep the three or 
four important points always in mind in the right order. Do 
not be confused if you forget something that you meant to 
say, but make up your mind not to forget again. 

Correcting errors. It is a hopeful sign when you realize 
keenly that something you have just said is not correct. 
Think the whole situation over carefully, decide what you 
should have said, and determine on the spot that you will 
not make that mistake again. This book has a good deal 
to say about errors of speech, because you must first learn 
to recognize such errors before you can be expected to correct 
them. 

Oral reports. At various points in this book you will find 
topics for oral reports. These topics aim to give you some- 
thing of real interest to talk about, which at the same time 
will give the rest of the class much information as to how 
business is done. 

Gathering information. Use the dictionary, talk with your 
parents about the topic, and then interview some man in 
your city whose business requires him to understand the mat- 
ter thoroughly. Prepare for the interview in a business-like 
way. Have three or four very definite points in mind to 
inquire about. When you have gained the facts you seek, 
rise promptly, thank your informant, and leave at once. The 
experience gained in interviewing business men will be of 
value to you. 

Preparing your oral report. Organize the material that you 
have collected according to some simple plan which will be 
easy for you to remember and easy for your hearers to fol- 
low and understand. You might sometimes have an outline 
like this: 


9 o 


BUSINESS MAN’S' ENGLISH 


What a is 

When it is used 
Who uses it 
How it is used 
Why it is important 

Making the oral report to the class. Have the three or 
four main points clearly in mind and fill in the details as you 
come to them. This is exactly what good salesmen and pub- 
lic speakers do. 

Do not recite your report; tell it to your classmates. If 
you tell it interestingly, they will be attentive because much 
that you have to say will be new to them. Determine to 
break yourself of any mannerisms such as beginning with 
well , now , or using a transitional ah-ah while you are thinking 
of your next point. With careful preparation you will find 
the giving of oral reports before the class much less difficult 
than you may have supposed. 

Be sure to speak much more slowly and distinctly than 
you do in conversation. Do not speak too low. Keep your 
hearers in mind. Watch them to see that they understand 
every point that you make. 

ORAL REPORT 

Investigate the topic assigned to you and be prepared to 
give an oral report before the class on the day appointed. 
Remember that you are not only to present facts, but to 
present them clearly and attractively. Have the big, out- 
standing points clearly in mind and fill in the details while 
on your feet. Do not memorize the whole report. Be sure 
to answer the questions What? When? Where? Who? How? 
Why? 

1. How to secure a short time loan from a bank. 

2. The advantages of the Federal Reserve System. 

3. The legal effect of blank indorsement, full indorsement, and in- 
dorsement without recourse. 

4. Comparison of trust companies, national banks, and state banks. 


SPEAKING THE BUSINESS MAN’S ENGLISH 


9i 


ORAL REPORT 

Choose one of the topics given below and prepare an oral 
report of three or four well constructed paragraphs to be given 
before the class. Give particular attention to clearness and 
emphatic arrangement. 

1. Why the shopping center in some large cities has shifted. 

2. How a carburetor works. 

3. Why a comparatively young city near you has outgrown neigh- 
boring cities which had an earlier start. 

BIBLIOGRAPHY 

Oral English , John M. Brewer, Ginn and Company. 

Oral Composition , Cornelia C. Ward, The Macmillan Company. 

Oral English for Secondary Schools , W. P. Smith, The Macmillan 
Company. 


CHAPTER IX 


PRONUNCIATION 


Not many of us have been fortunate enough to associate 
exclusively with those whose speech is correct. The errors of 
pronunciation that we make are due either to ignorance of 
what is correct, or to carelessness. The following lists are 
designed to point out common faults of pronunciation. Re- 
peated pronunciation of the words that trouble you will go 
far toward establishing the habit of correct speech. It may 
seem like a difficult undertaking to correct a large number 
of errors in pronunciation, but it will be well worth all the 
effort it costs. 

Vowel sounds. In each of the lists that follow, pronounce 
the words in the left-hand column till you get a good idea 
of the correct vowel sound, then pronounce the other words, 
being very careful not to change the sound of the vowel. 
The pronunciation given is the one preferred by Webster’s 
New International Dictionary. 


Usually 

correct 


Frequently incorrect 

a as in arm 


ah 


laughter 

daunt* 

launch* 

Colorado 

palm 

half 

aunt 


laundry* 

psalm 

promenade 

Nevada 

almond* 

hearth 

calm 


father 

guard 

partner 

heart 


* Preferred pronunciation, though another is allowable. 
92 


PRONUNCIATION 


93 


The sound of a as in ask is difficult for many Americans to 
master. It is intermediate between the a of am and the a of 
arm, with a strong leaning toward the quality of the latter. 
Care should be taken not to make this sound equivalent to the 


a of am. 



Usually 

correct 

Frequently incorrect 

ask 

a as in ask 
advantage 

advance 

task 

answer 

asked {not ast) 

bath 

demand 

class 

master 

rather 

command 

glass 

basket 

after 

draft 

France 


grant 

surpass 

cash 

a as in am 
patronage* 

guarantee 

thank 

catch 

national 

carrier 

gather 

alternative 

bad 

bade 

rational 

hat 

asphalt (both a’s) 

forbade 


program* 

barrel 


defalcate 

narrow 


patronize* 

alternately 

sale 

a as in ale 

patron 

gratis 

freight 

tenacious 

quasi 

date 

various 

cafe (second vowel) 

maker 

audacious 

aviator (both a’s) 


aviation 

heinous 


data 

plague 


vary 

radiator (both a’s) 


alias (first a) 

aeronaut 


apparatus 

ignoramus 


Preferred pronunciation, though another is allowable. 


BUSINESS MAN’S ENGLISH 


Usually 

correct 

Frequently incorrect 

share 

a as in care 

bear 

prepare 

there 

parent 

square 


declare 

dare 

broad 

scare 

a as in all 
o as in -orb 

law 

draw {not drawer) 

talk 

raw 

saw {not sawer) 

appall 

saucer 

Auburn {not Orburn) 

fall 

caucus 

water {not wotter) 


drawing 

sought' {not sot) 


sawing 

caught {not cot) 


faucet 

taught {not tot) 


thaw 

audience 


saucy 

Chicago 


auction 

because 

, 

e as in eve 


between 

leisure* 

precedent (adj.) 

lien 

creek 

clique 

machine 

amenable 

abstemious 

antique 

suite 

pique 


series 

eleven (first e) 

ten 

peony 

e as in end 
judgment 

precedent (noun) 

said 

government 

efficient (both e’s) 

head 

pleasure 

says 

debit 

measure 

error 


tenet (both e’s) 

errand 


get 

preface 


forget 

deaf 


cellar 

heroism 


chicken {not un) 

tepid 


Preferred pronunciation, though another is allowable. 


PRONUNCIATION 


95 


Usually 

correct Frequently incorrect 

e as in end 



kettle 

heroine 


system 

instead 


presentation 

wrestle 


again 

steady 


against 
cleanly (adj.) 

peril 


e as in fern 
u as in urn 


sir 

demurrage 

journal 

word 

work 

bird {not Boyd) 

earn 

verb 

burn {not Boyne) 


curve 

New Jersey 


dirty 

curl {not coil) 


circle 

first {not foist) 


certain 

learn {not loin) 


amateur* 

verse {not voice) 


hurt 

earl {not oil) 


world 

thirty-third 


turn 

courtesy 


nerve 

courteous 


slurred 

attorney 


err 

girl 

i as in ice 

chauffeur 

price 

inquiry 

finis 

five 

isolate* 

tiny 

trial 

demise 

grimy 


simultaneously 

biography 


decisive 

tonsilitis 


appendicitis 

i as in ill 

bronchitis 

in 

inclosure 

finance* 

it 

italic 

genuine 

credit 

rid {not red) 

pretty 


* Preferred pronunciation, though another is allowable. 


BUSINESS MAN’S ENGLISH 


96 

Usually 

correct Frequently incorrect 

i as in ill 


fin 

direct 

since {not sense) 


Italian 

favorite 


diploma 

juvenile 


Missouri (both i’s) 

typical 


Cincinnati 

been 


divide (first i) 

if {not ef) 


bicycle (y) 

directly 


respite 

champion (3 syll.) 


puerile 

guardian (3 syll.) 


hostile 

tribune 


hypocrisy 

semi- 


feminine (both i’s) 

anti- 


masculine 

0 as in old 

privily (both i’s) 

sold 

compromise 

gross 

overhead 

brooch 

decorous* 

omit 

whole 

zoology 

0 as in odd 

courtier 

not 

offer 

correct 

occur 

foreign 

was 

honor (first 0) 

of 

origin 


borrow 

orator 


from 

solace 


quarrel 

hovel 


morals 

officer 


congress 

possess {not po) 


wash 

on {not awn) 


mock 

conquer 


00 as in food 


ruling 

proof 

coupon 

fool 

roof 

soon 

moon 

route 

cantaloupe* 


root 

wound* (noun) 

bouquet 

* Preferred pronunciation, though 

another is allowable. 


PRONUNCIATION 


97 


Usually 

correct Frequently incorrect 

oo as in foot 


bookkeeper 

butcher 

could 

put 

should 

worsted (cloth) 

goods 

would 

took 


look 

pulpit 

bosom 


oi as in oil { not 

earl) 

boy 

join 

invoice {not inverse) 

employ 

toil 

coil {not curl) 

void 

foil 

voice {not verse) 


coin {not Kern) 
Hoyt {not hurt) 
hoist 

boil {not burl nor bile) 

The sound of 

ou as in out is made by blending the sounds 

of a in arm and 

oo in food, thus: ah-oo-t , out. In some sec- 

tions of the country this sound is 

incorrectly pronounced as 

if made by blending the a of am 

with the oo of food. In 

practicing, be careful to start with the sound of ah. 


ou as in out 

now (nah-oo) 

countermand 

discount 

down 

amount 

house 

around 

counter 

town 

about 

doubt 

oust 

sound 

vowel 

county 


voucher 

arouse 


counsel 

bough 


how 

rout 


The long sound of u is commonly mispronounced oo as in 
food. Oddly enough we pronounce few correctly and do not 
give the same sound to new , due, newspaper, and others. The 
correct pronunciation has the double sound of ee-oo. 


98 BUSINESS MAN’S ENGLISH 


Usually 

correct 

Frequently 

incorrect 

unite 

u as in use 

accurate 

figure 

few 

new (like few) 

Tuesday 

useless 

dew (like few) 

duty 

union 

duly {not dooley) 

New York 

educate 

lieu 

institution 

Utica 

avenue 

stupid 


adieu 

numeral 


student 

Matthew 


culinary 

suit 


due {not doo) 

manufacture (both u’s) 


tube {not toob) 

constitution 


maturity 

picture 


produce 

tumult (first u) 


nuisance 

gubernatorial 

but 

u as in up 
judgment 

just {not jest) 

us 

monkey 

such 

cover 

nothing 

supple 


constable 

hover 


Words not homonyms. The following pairs of words are 
not pronounced exactly alike. Make careful distinction in 
pronouncing them. 


do, due 

when, wen 

just, jest 

where, wear 

for, fur 

while, wile 

can, kin 

which, witch 

point, pint 

white, wight 

rid, red 

what, watt 

fears, fierce 

whither, wither 

laying, lane 

whether, weather 

quiet, quite 

wheel, weal 

with, withe 

dissent, descent 


PRONUNCIATION 


99 


sure, shore 

choose, chose 

there, dare 

treaties, treatise 

lose, loose 

those, doze 

acts, ax 

advise, advice 

burst, bust 

picture, pitcher 

higher, hire 

rinse, rents 

boil, bile 

across, crossed 

price, prize 

cease, seize 

sects, sex 

route, rout 

thick, Dick 

with, wit 

then, den 

breath, breathe 

they, day 

accept, except 

news, noose 

formerly, formally 

been, Ben 

affect, effect 

and, an 

edition, addition 

thin, din 

thought, taught 


Final sounds. Care should be taken in pronouncing the 
final sound of words like those listed below. Special effort 
should be made to establish correct speech habits in the case 
of words ending in a; as idea , Cuba , Jamaica. Some of the 
speakers on our recent war repeatedly referred to the German 
proper gander , meaning propaganda. 


told 

writing 

height {not th) 

best 

thinking 

once (no t) 

fold 

copying 

twice (no t) 

cold 

transcribing 

Missouri {not ah) 

and {not an) 

being 

Cincinnati {not ah) 

world 

massacre 

facts 

draw 

across (no t) 

trough {not th) 

fact 

kept 

must {not muss) 

idea (no r) 

swept 

friend 

Cuba 

saw 

law 

window 

district 

drawing 

pillow 

hundred 

crept 

mosquito 

last 

insect 

swallow 

America 

honest 

strict 

brethren 

brand-new (d) 


IOO 


BUSINESS MAN’S ENGLISH 


Silent letters. Certain common words have letters which 
are not pronounced by the best speakers. The silent letters 
are indicated after each word. Go over the list several times 
pronouncing each word aloud. 


business (i) 

extraordinary (a) 

often (t) 

kiln (n) 

toward (w) 

salmon (1) 

almond (1) 

chestnut (t) 

soften (t) 

pneumonia (p) 

cupboard (p) 

glisten (t) 

listen (t) 

sword (w) 

whistle (t) 

subtle (b) 

wrestle (t) 

poignant (g) 

chasten (t) 

hasten (t) 

apostle (t) 

mortgage (t) 

asthma (th) 

epistle (t) 

parliament (a) 

pneumatic (p) 

psalm (p, 1) 

schism (ch) 

salve (1) 

thyme (h) 

Letters not to 

be dropped. 

Careless speakers sometimes 

drop the sounds indicated after each word. 

recognize (g) 

February (r) 

particular (u) 

distinctly (t) 

awkward (w) 

suspender (s) 

surprise (r) 

humorous (h) 

friendship (d) 

grandmother (d) 

partridge (r) 

pumpkin (p) 

arctic (c) 

geography (e) 

geometry (e) 

government (n) 

humble (h) 

every (e) 


cartridge (r) 


Sounds improperly introduced. This is a very common 
fault which should be overcome before incorrect habits are 
established. 


column {not yum) 
you (no final z) 
his (no filial n) 
her (no final n) 
notice (t not d) 


certificate {not sus) 
chimney {not bly) 
family {not bly) 
your (no final n) 
prairie {not per) 


once {not wunst) 
twice (no final t) 
across (no final t) 
partner (t not d) 
elm {not ellum) 


PRONUNCIATION 


IOI 


lightning {not en-ing) 
statistics {not stas) 
athletics {not ath-a) 
overalls {not hauls) 
schedule {not u-al) 


attack {not kt) 
attacked {not ted) 
drowned {not ded) 
immediately (no j) # 
drawing {not er-ing) 


tremendous (no j) 
casualty {not i-ty 
grievous {not i-ous) 
their (no final n) 


Miscellaneous difficulties. The point to which attention is 
called is indicated in each case. 


acceptance (ak) 
Messrs, (messers) 
absorb (s not z) 
absolve (s not z) 
jeans (Janes) 

circuit (kit) 

Asia (a-shia) 
quotation (kwo) 
Quebec {not Q-bec) 
perhaps {not pre) 

Roosevelt (rose) 
dishevelled (dish) 
perspiration {not pres) 
Spokane (can) 


accessible (ak) 
accept (ak-sept) 
excursion (shun) 
architect (ark) 
accessory (ak) 

algebra {not bray nor burr) 
similar {not ular) 

Wilkes Barre (Barry) 
mimeograph {not min) 
sphere (sf) 

sphinx (sf) 

Worcester (woost) 
conduit (dit) 

Leicester (Lester) 


Slurred syllables. If you wish to make a good impression, 
you should correct any tendency you may have to slur syl- 
lables. You may give words their correct sounds and yet 
not speak them distinctly. Your pronunciation would then 
be good; your enunciation , bad. 

Pronounce the following words with care, giving each the 
number of syllables indicated. Repeat the exercise frequently 
to establish the habit of correct enunciation. 


salary 3 
secretary 4 
inventory 4 
separate 3 
manager 3 


interest 3 
factory 3 
quantity 3 
regular 3 
certificate 4 


delivery 4 
machinery 4 
accurate 3 
different 3 
original 4 


102 


BUSINESS MAN’S ENGLISH 


Philadelphia 5 
directly 3 
extempore 4 
accidentally 5 
eraser 3 

guardian 3 
generally 4 
usually 4 
especially 4 
valuable 4 

poet 2 
aeroplane 4 
superintendent 5 
battery 3 
chocolate 3 

governor 3 
illiterate 4 
hygienic 4 
discovery 4 
perhaps 2 

library 3 
parade 2 
curiosity 5 


prominent 3 
family 3 
history 3 
ridiculous 4 
facilities 4 

hideous 3 
really 3 
several 3 
honorable 4 
slippery 3 

Mississippi 4 
institution 4 
probably 3 
boundary 3 
examination 5 

Indian 3 
diamond 3 
gentlemen 3 
quiet 2 
cruel 2 

calculate 3 
government 3 
geography 4 


memory 3 
offering 3 
elementary 5 
United States 4 
champion 3 

interesting 4 
necessary 4 
eleven 3 
victory 3 
poem 2 

laboratory 5 
licorice 3 
immediately 5 
miserable 4 
singular 3 

supplementary 5 
cemetery 4 
particular 4 
medium 3 
certificate 4 

incidentally 5 
separable 4 
idiot 3 


Too many syllables. In the enunciation of a few words, 
there is a tendency to make too many syllables. The numeral 
indicates the correct number. 


business 2 
library 3 
film 1 
toward 1 


extraordinary 5 
elm 1 
prairie 2 
dilate 2 


athlete 2 
realm 1 
vaudeville 2 
grievous 2 


First syllable accented. The words given below are fre- 
quently accented incorrectly. Pronounce them aloud, being 
sure that you accent the first syllable of each word. 


PRONUNCIATION 


103 


deficit 

inventory 

decade 

alias 

mischievous 

preferable 

infamous 

precedent (noun) 

obligatory 

applicable 

reputable 

comparable 

disputant 

guardian 

Iowa 

legislature 

primarily 

casualty 

fragmentary 

adverse 

theater 

autopsy 

area 

abject 

vehemence 

respite (pit) 

combatant 

mattress 

gelatine 

envelope 

specialty 

desultory 

harass 

integral 

impious 

contemplate 

adversely 

complex 

exigency 

contumely 

equipage 

conversant 

glycerine 

kerosene 

brigand 

contrary 

necessarily 

Genoa 

vehicle 

exquisite 

tribune 

compromise 

convex 

extant 

chauffeur 

aeronaut 

orchestra 

champion 

chastisement 

paraffin 

bayonet 

peremptory 

lamentable 

gasoline 

formidable 

hospitable 

despicable 

aeroplane 

concave 

gondola 

syringe 

rapine (in) 

ordeal 

cerebrum 

impotent 


Second syllable accented. 


resources 

idea 

irrevocable 

financial 

incomparable 

inquiry 

address (n. or v.) 

recourse 

advertisement 

finance 

opponent 

precedence 

research 

aspirant 

defalcate 

incognito 

finale 

museum 

condolence 

acclimate 

Carnegie 

illustrated 

defect 

robust 

dessert 

superfluous 

remonstrate 

pretense 

inhospitable 

allopathist 


104 


BUSINESS MAN’S ENGLISH 


occult 

vagary 

mustache 

calliope 

municipal 

precedent (adj.) 

telegrapher 

romance 

inimical 

indissoluble 

ally 

acumen 

aerial (a-e'-ri-al) 

generic 

grimace 

discourse 

distribute 

inexplicable 

adult 

ornate 

inexorable 

usurp 

allied 

abdomen 

recess 

unanimous 

horizon 


Variable accent. Each of the following words has two 
accents according to the meaning. Use each word in sen- 
tences which will bring out the variation in accent and the 
difference in meaning. 


absent 

convoy 

precedent 

alternate 

desert 

proceeds 

abstract 

detail 

produce 

accent 

digest 

progress 

comment 

entrance 

project 

compact 

escort 

protest 

compress 

essay 

rebel 

concert 

expert 

record 

conduct 

export 

refuse 

confine 

extract 

reprimand 

conflict 

ferment 

reprint 

consummate 

frequent 

subject 

content 

import 

survey 

contest 

insert 

suspect 

contract 

insult 

torment 

contrast 

object 

transfer 

converse 

perfect 

transport 

convert 

convict 

perfume 

permit 


PRONUNCIATION 


105 


ORAL REPORT 

Look up in a dictionary the variation of accent in the ex- 
pressions below and explain just what each expression means 0 

to establish a precedent 
a condition precedent 


CHAPTER X 


CHOOSING THE RIGHT WORD 


Overworking pet words. Most of us are not entirely free 
from the fault of using certain words excessively. Slang owes 
its popularity, in great measure, to the large number of ideas 
which one slang word can be made to express. With some 
people, everything that is disagreeable, unpleasant, or difficult, 
is fierce or punk. Thoughtful speakers choose their words with 
great care, making nice discrimination between words having 
almost the same meaning. 


EXERCISE 


Look up the word nice in a dictionary and determine what 
its root meaning is. Go over the expressions below and de- 
termine whether or not one of the words in the right-hand 
column would express the intended idea more exactly. 


“ Nice ” expressions 
a nice salesman 
a nice train 
a nice position 
a nice shoe 
a nice sales letter 
a nice auto 
nice writing 
a nice order 
nice roads 
nice apples 
a nice explanation 
a nice young lady 
a nice picture 
nice weather 


More exact words 


large 

agreeable 

durable 

well paid 

becoming 

careful 

dependable 

fragrant 

interesting 

beautiful 

enjoyable 

pleasant 

good looking 

serviceable 


106 


CHOOSING THE RIGHT WORD 


107 


“ Nice ” expressions 
nice bread 
a nice watch 
a nice party 
nice music 
a nice house 
a nice dress 
nice scenery 
nice shorthand notes 
a nice pianist 
a nice catalog 


More exact words 


delightful 

smooth 

charming 

reliable 

handsome 

convenient 

legible 

pretty 

delicious 

accomplished 


Synonyms. Words which have nearly the same meaning 
are synonyms. Such words are said to be synonymous. Care- 
ful study of the synonyms given in this book will do much 
toward making you a master of exact, forceful, business 
English. 


GROUP I 


A. discount, deduction, concession, allowance, rebate, refund. 

A discount is a reduction usually reckoned in per cent, while a deduc- 
tion may be a lump sum taken from the amount to be paid. A con- 
cession is a yielding to a demand or request; an allowance may be 
made on the price of goods which prove unsatisfactory. A rebate is 
a paying back, in part, of a sum paid; as, a rebate on account of an 
overcharge. A refund is the return of the whole sum paid. 

B. invoice, bill, account, statement. A business firm sends an 
invoice or bill for goods shipped. A physician sends a bill , not an 
invoice. An invoice is itemized; a statement is commonly a notice of 
invoice totals remaining unpaid. An account is an arrangement of 
debits and credits in a ledger. 

C. duplicate, copy, transcript, facsimile. Duplicates are originals 
in the sense that they are not copied from something else; as, dupli- 
cate bills, a duplicate of a book. Carbon copies , so-called, are dupli- 
cates. A transcript is a copy of the subject matter, but not necessar- 
ily of the form; as, a transcript of a deed. A facsimile is an exact 
copy of the form and content of the original, though often reduced in 
size; as, a facsimile of a letter printed in a newspaper. 


io8 


BUSINESS MAN’S ENGLISH 


D. sample, specimen. We may speak of a specimen copy, or a 
sample copy; but we say a sample of grain, cloth, or lace, a specimen 
of one’s handwriting, geological specimens. Strictly, a sample is a 
part of the thing itself, exhibited to show the quality. A salesman 
carries samples , not specimens. 

E. auditor, adjuster, referee, arbiter. An auditor examines and 
passes upon the correctness of a set of accounts; as, a railroad auditor. 
An adjuster determines the amount of a just claim against his firm; 
as, an insurance adjuster. A referee is an attorney appointed by the 
court to hear evidence and decide issues referred to him. An arbiter , 
or arbitrator, is a person agreed upon by contending parties to settle 
the disputed point. 

F. contract, agreement, stipulation, bargain. A contract is a legally 
enforceable agreement. There may be agreement without contract, 
but no contract without agreement. A stipulation is one of the pro- 
visions of an agreement. A bargain is a contract of sale. 

G. quantity, number, amount. Quantity and amount are used of 
goods in bulk; number is used of goods that may be, and usually are, 
counted; a quantity of potatoes, a large amount of coal, a number of 
applications. It is incorrect to speak of the amount of words in a 
telegram. 

H. countermand, cancel, rescind. One may countermand an order 
which he has given to a firm. The firm may be willing to cancel 
the order if the goods have not been shipped. Checks, notes, and 
drafts are canceled by marking them “Paid.” A resolution may be 
rescinded by the body which passed it; a contract may be rescinded 
by one of the parties to it. 

I. reimburse, repay, indemnify, reciprocate. We reimburse another 
for money advanced by him on our account. We may repay money 
or other things, such as kindness. To indemnify is to secure against 
loss or damage; as, an insurance company indemnifies a policy holder 
against fire loss. Reciprocate does not refer to money. We recipro- 
cate favors or acts of kindness. 

J. bonus, reward, subsidy. A bonus is compensation for extra 
effort, increased sales, and the like, given to someone in our employ. 
A reward is given for special, infrequent service. A subsidy is paid 
by a government to a company for some public service which would 


CHOOSING THE RIGHT WORD 


109 


otherwise be unprofitable; as, a subsidy to a steamship line for main- 
taining mail service. 

K. damage, detriment, loss. Damage and detriment both cause 
loss to some one. Damage is visible, or tangible; detriment usually 
not; as, damage to an auto truck, detriment to a business, to one’s 
health. 

L. carton, crate, bundle, parcel. A carton {not a cartoon) is a press- 
board box, frequently a container of smaller pasteboard boxes; as, a 
carton of pens contains twenty-five boxes. A crate is made of wood 
slats. Bundles are tied; parcels are usually tied, or fastened with ad- 
hesive paper tape. 

M. cite, refer to, quote. We refer to authorities and cite (point 
out) instances. We cite laws by book and page, or we may refer to 
them in an incidental way. We may, if we like, quote from the law 
just cited. Cite also means to cause to appear before some one in 
authority; as, tf The soldier was cited for bravery.” 

EXERCISE 

Insert a suitable word in each sentence below, making your 
selection from the correspondingly lettered list of synonyms 
previously studied in Group I. 

A. 1. We will give you a of 2 per cent, and will allow you 

a for the goods returned, but we cannot make any further . 

2. Return the goods and we will your money. 

3. We cannot make any for breakage. 

4. He asked for a of his money. 

5. Cement dealers allow a of 15 cents each for bags re- 

turned. 

B. 1. We make it a practice to send at the time of shipment. 

2. We inclose a of your to date. 

3. These two ledger s do not agree. 

4. The lawyer has not rendered his . 

C. 1. The stenographer has just made a of her notes. 

2. When a second invoice is sent in place of one which has 

been lost, it is often stamped “ invoice.” 

3. A of the original check was reproduced in the Herald. 


no 


BUSINESS MAN’S ENGLISH 


4. Your expense account must be made out in . 

5. The architect’s of the specifications was lost. 

D. 1. This is a of my handwriting. 

2. The prospector showed us several s of silver ore. 

3. We furnish each salesman with a full line of s. 

E. 1. The old station agent has just been “checked out” by the 

railroad . 

2. The judge appointed Mr. Sammis to act as in the matter. 

3. The fire loss was fixed at $275 by the . 

4. The opposing factions agreed to leave the decision to Mr. 

Gibson as . 

F. 1. The was void because there was no consideration. 

2. One of the s in the was that yellow pine sills were 

to be used. 

3. The was that the cauliflower was to be delivered. 

G. 1. Ten dollars is a larger than five dollars. 

2. Ten is a larger than five. 

3. We have a of hay for sale. 

4. He receives a large of letters every day. 

H. 1. If this order is not filled at once, we shall have to it. 

2. I move that the resolution adopted yesterday be ed. 

3. The firm refused to the order after it had been accepted. 

I. 1. The agent will be ed for his traveling expenses. 

2. The casualty company agrees to me for all lost time. 

3. If you will do us this favor, we shall be glad to when 

opportunity offers. 

4. It is doubtful if I can ever what you have done for me. 

J. 1. This company gives deserving employees a at the end 

of each year. 

2. If this service is to be maintained, it must be done by means 

of a , for otherwise it cannot be made to pay. 

3. A of $300 is offered for the arrest of the thief. 

K. 1. We suffered a money of $160, to say nothing of the 

to our business. 

2. We were allowed $26 for the to the piano. 


CHOOSING THE RIGHT WORD 


hi 


L. i. Strawberries are sold at wholesale by the . 

2. We urge all shoppers to carry small s. 

3. There are 16 boxes in a . 

M. 1. The lawyer d the law covering the point in question 

and d a portion of it. 

2. He also previous cases decided under the law just d. 

GROUP II 

A. qualifications, qualities. Either word may be used of persons; 
qualities alone may be used of things. A person may have good qual- 
ities and still lack some of the qualifications for a certain position. 

B. concise, brief, curt. An article which is not long is brief. It 
may also be concise if it contains much in small compass. Many 
letters are brief without being concise. Curt is used to indicate a dis- 
pleasing, or disrespectful, brevity. 

C. sum, footing, total, grand total, aggregate. Sum and footing 
mean the result of adding. A footing usually is the result of adding 
columns of some length. A total is a logical whole. The sales total 
may be the sum of a number of page footings. A grand total is the 
result of combining two or more totals. An aggregate is the result of 
combining, not necessarily by an exact calculation. 

D. conciliate, satisfy, please. Conciliate means to win over from 
a hostile to a friendly attitude. Satisfy means to meet all needs. 
Please means to cause enjoyment. It is thus possible to conciliate 
an angry customer without satisfying him, and also to satisfy him 
without pleasing him. 

E. schedule, inventory. A schedule is a list of articles on hand, 
debts of a bankrupt, etc., and is usually attached to some report. An 
inventory is a list of goods on hand, usually with their estimated value. 

F. depreciate, deteriorate, deprecate. To depreciate means to grow 
less' valuable; to deteriorate means to grow poorer in quality. To 
deprecate meant originally to ward off by prayer; it has come to 
mean to disapprove. As a transitive verb, depreciate means to set 
a low value upon something; as, “I do not wish to depreciate what 
the preceding speaker has said, but I cannot agree with him in every- 
thing.” 


1 12 


BUSINESS MAN’S ENGLISH 


G. implement, instrument, tool, utensil. We speak of farm imple- 
ments, a surgeon’s instruments, a plumber’s tools, and cooking utensils. 
An implement is commonly larger than a tool or instrument; a Stillson 
wrench is a tool; a com harvester is an implement; a mixing bowl is a 
utensil. 

H. additional, extra, superfluous, surplus, excess. Additional is 
applied to anything more than is usual. Extra means more than 
was expected. Superfluous means more than was wanted. We speak 
of additional help, extra expense, superfluous advice. Surplus refers 
to an amount left over, considered desirable; excess refers to an amount 
left over, considered undesirable. We speak of surplus funds and 
excess baggage. 

I. estimate, estimation. An estimate is an approximate calcula- 
tion; as, an estimate on the cost of a building. Estimation is the 
feeling of respect, or esteem; as, “The firm stands very high in my 
estimation .” 

J. habit, custom, practice, policy. When a person does something 
regularly in the same way, it becomes a habit; when many people act 
repeatedly in the same way, it becomes a custom. It is common prac- 
tice to send an invoice at the time of shipment. The established 
policy of a business house will determine its practice. 

K. option, refusal, alternative, choice. Option and refusal have 
no idea of compulsion, but they require usually that some decision 
be made within a specified time. An alternative is one of two compul- 
sory choices. 

L. solicit, make requisition for, demand, commandeer. We solicit 
what we should like to take; we demand whatever we have a right to 
take. Thus, we may solicit orders and afterward demand payment 
for the goods. A railroad station >agent makes requisition upon the 
division chief for postage stamps and stationery. A general may 
commandeer all the motor trucks in the neighborhood for the use of 
his army. 

M. deficit, deficiency, shortage, scarcity. A deficiency is a lack 
of something. A deficit is a deficiency of income. A shortage is a 
deficiency which results from an error, or from a crime. Scarcity 
refers more to the difficulty of procuring a thing because of inade- 
quate supply. 


CHOOSING THE RIGHT WORD 


1 13 

N. competitor, rival, opponent. Two salesmen of the same firm 
might be rivals , but not competitors. Another firm in the same busi- 
ness would be a competitor. An opponent is one who actively hinders; 
as, a political opponent. 

O. consignee, receiver, recipient, trustee. A consignee is a person 
to whom goods are shipped. A receiver is a person appointed by the 
court to take over and temporarily conduct the business of a firm 
or corporation financially involved. Recipient is frequently used in 
a figurative sense; as, “ He was the recipient of many honors.” A 
trustee is a person who holds in trust the property of another. 

EXERCISE 

Insert a suitable word in each sentence below, making your 
selection from the correspondingly lettered list of synonyms 
previously studied in Group II. 

A. 1. His natural s and his long experience ought to give him 

all the s required for this important position. 

B. 1. This letter is but not . 

2. A letter dealing with a delicate matter should not be so 
short as to be . 

C. 1. The of these two numbers is more than 2,000. 

2. What are the s of each of these sections and what is the 

3. His liabilities will amount to $60,000 in the . 

4. Give me the debit and credit s of Piper’s account. 

D. 1. We want to every customer. 

2. The adjuster is able to nearly all of the customers who 

think they have grievances against the company. 

3. This simple filing cabinet will every requirement. 

E. 1. These articles are all included in the made by the ap- 

praiser. 

2. should never be confused with invoice. 

F. 1. Some canned goods with age. 

2. This machine is ing in value. . 

3. I'— such conduct. 


BUSINESS MAN’S ENGLISH 


114 

G. 1. We furnish no s with these kitchen cabinets. 

2. A farmer uses both s and s. 

3. A carpenter uses s while a dentist uses s. 

H. 1. After what Mr. Clark has said, anything I might say would 

be . 

2. I was charged for 60 lbs. baggage. 

3. The delivery charges are . 

4. We always take on — — clerks before Christmas. 

5. We are disposing of our stock. 

I. 1. In my , this firm is the one to be engaged. 

2. The item was not specified in the — — . 

J. 1. He has a bad of coming late. 

2. We do not make a of extending long credit. It is con- 

trary to our well established — — . 

3. It is the of business houses in this city to close on 

Saturdays at noon. 

K. 1. He has no in the matter. 

2. He must decide between two s. 

3. They have an on the land for one month. 

4. We have the of the wheat at $1.80 a bushel. 

L. 1. We ed the return of our property. 

2. The firm s new business. 

3. At the end of each month, we thirty days’ supplies. 

4. We expected that our dump carts would be ed any day. 

M. 1. The crop reports indicate that there will be a of wheat 

this fall. 

2. His accounts showed a of $260. 

3. The treasurer reported a in the treasury. 

4. There is a of small coins in circulation. 

N. 1. We are prepared to meet the prices of any . 

2. These two boys have been s ever since they entered the 

store. 

3. He would say nothing to his — - — ’s lawyer. 

O. 1. The firm has gone into the hands of a . 

2. Henry Dillon was elected for two years. 

3. He has been the of many honors. 

4. The refuses to accept the goods. 


CHOOSING THE RIGHT WORD 


ns 


EXERCISE 


1. The following pairs of words are sometimes troublesome 
because the real meaning of the words is not understood. 
Consult an unabridged dictionary and bring to class a written 
explanation of the difference in meaning between the two 
words given in each pair below. 

admission, admittance official, officious 

womanly, womanish manly, mannish 

notorious, noted • immovable, motionless 

figure, number adequate, ample 

2. Use each of these words in sentences such as a business 
man would be likely to use. 


EXERCISE 


i. After consulting a large dictionary, bring to class a 
written explanation of the difference in meaning between the 
two words given in each pair below. 


extension, increment 
relinquish, repudiate 
explicit, express 


verify, prove 
indorse, approve 
invest, speculate 
fluctuate, vary 


eliminate, retrench 


2. Use each of these words in sentences as a business man 
would use them. 

3. Could the temperature outside vary every hour for five 
hours without fluctuating? 

4. Is it possible to eliminate without retrenching? 


EXERCISE 


1. The following pairs of words are sometimes confused. 
Look up the meaning of each word in a large dictionary and 
write an original sentence, such as a business man would use, 
to show your understanding of each word. 


n6 


BUSINESS MAN’S ENGLISH 


by-product, refuse 


warrant, order 


refuse, reject 
cause, reason 


tracer, follow-up letter 
imply, infer 
simplicity, simpleness 
dislike, hate 


2. Would a public speaker imply or infer more than he ac- 
tually says? Might a hearer imply or infer something which 
the speaker did not intend to imply or infer? 


EXERCISE 1 


i. After consulting a large dictionary, write out and bring 
to class an explanation of the difference in meaning between 
the two words given in each pair below. 


price list, list price 
distinct, distinctive 
deduce, deduct 
prominent, conspicuous 


appraise, apprise 
desirable, desirous 
immediately, promptly 
confidential, secret 


2. Use the correct word of the pair given in each sentence 
below. 

From these facts we were able to (deduce, deduct) what must 
have happened. 

Many (prominent, conspicuous) business men dislike to be (prom- 
inent, conspicuous). 

It is expected that the property will be (appraised, apprised) early 
next week. 

His handwriting is so much like his brother’s that it is not very 
(distinct, distinctive). 

This report need not- be written (immediately, promptly), but it 
must be ready (immediately, promptly) at three o’clock. 

3. Explain the difference between a secret report and a 
confidential report. 

4. Which of the two words (desirable, desirous) is applied 
to things? to persons? to both persons and things? 

1 Additional exercises on business synonyms may be found on p. 328 of 
the Appendix. 


CHOOSING THE RIGHT WORD 


1 17 

Antonyms. Antonyms are words of opposite meaning. The 
use of antonyms gives variety to one’s speech. The study of 
antonyms tends to increase one’s vocabulary. The following 
list is suggestive of what may be learned from such a study. 


lessor, lessee 
debit, credit 
export, import 
conservative, radical 
cause, effect 
vertical, horizontal 


risk, safety 
mortgagor, mortgagee 
emigrant, immigrant 
optimist, pessimist 
homogeneous, heterogeneous 


Prefixes are frequently used to form antonyms. The forma- 
tion of such antonyms deserves study because the selection 
of the proper prefix may present some difficulty. 


agree, disagree 
accurate, inaccurate 
regular, irregular 
movable, immovable 
possible, impossible 
logical, illogical 


negotiable, nonnegotiable 
resident, nonresident 
attractive, unattractive 
usual, unusual 
popular, unpopular 


Observe that in- is changed to it- before words beginning 
with l, to ir- before words beginning with r, and to im- be- 
fore words beginning with m or p. 

EXERCISE 

1. Explain the meaning of lessee, radical, pessimist, mort- 
gagor, immigrant, nonnegotiable. 

2. Form the antonym of each of the following words: 


practical 

payment 

justice 

active 

explainable 

safe 


legal 

applicable 

just 

personal 

perfect 

sense 


businesslike 

exact 

separable 

sufficient 

accessible 

used 


n8 


BUSINESS MAN’S ENGLISH 


solvent 

valid 

entity 

existent 

revocable 

paid 

responsible 

assessable 

receipt 

sound 

comparable 

manly 

forfeitable 

use (noun) 

capable 

courteous 

lawful 



3. Distinguish: invaluable, valueless; disorganized, unor- 
ganized; unarranged, disarranged. 


CHAPTER XI 


SPELLING 

Business men demand good spelling on the part of their 
assistants. One can easily master the short' list of words that 
he commonly misspells. Make up your mind that you will 
never lose a position through your inability to spell common 
words. It will pay you to make yourself a one hundred 
per cent speller on every exercise which follows. In fairness 
to yourself, you cannot afford to slight a single word. If 
you write shorthand, you probably feel the need of more drill 
on words that you thought you had mastered before you left 
the elementary school. 

Personal lists. The words that you repeatedly misspell 
would probably not make a very long list — perhaps not more 
than fifty. An excellent method of improving your spelling 
is to make such a list in a note book which you can carry 
with you. 

EXERCISE 

The following words have been found by several investi- 
gators to be those most frequently misspelled. You will ob- 
serve that they are all very common words. Do not let 
a single one remain on your personal list. 


choose 

tired 

minute 

much 

any 

raise 

early 

instead 

easy 

every 

through 

they 

half 

again 

very 

none 

often 

won’t 

cough 

ache 

Wednesday 

said 

hoarse 

shoes 

tonight 

wrote 

enough 

truly 

sugar 

ready 

forty 

hour 

trouble 

among 

busy 

color 

though 

dear 

guess 

business 

says 

just 

doctor 

whether 

laid 

heard 

does 

once 

would 

can’t 


119 


120 

BUSINESS 

i MAN’S 

ENGLISH 


sure 

February 

could 

always 

don’t 

answer 

which 

separate Tuesday 

done 

many 

friend 

been 

women 

meant 

Study the following words together, observing carefully how 

they are 

alike or different: 



column 

customer 

till 

mention 

fitted 

autumn 

costumer 

until 

dimension 

benefited 

solemn 




profited 

condemn 

attached 

already 

advise 



attacked 

always 

advice 

write 

carriage 


almost 


writing 

marriage 

fickle 

all right 

census 

written 

village 

pickle 


consensus 



nickel 



earnest 




father 

Ernest 

prize 

kerosene 

fence 

farther 


enterprise 

gasoline 

defense 



surprise 


offense 




Observe with care the spelling of the following derivatives: 


refer, referring, referred 
incur, incurring, incurred 
omit, omitting, omitted 
compel, compelling, compelled 
stop, stopping, stopped 


travel, traveling, traveled 
benefit, benefiting, benefited 
offer, offering, offered 
profit, profiting, profited 
begin, beginning 


Rule. — Words of one syllable and 'other words accented on 
the last syllable, ending in a single consonant preceded by 
a single vowel, generally double the final consonant before 
-ing and -ed. 

ORAL EXERCISE 

Add -ing to each word below, and -d or -ed to each one 
that forms the past tense regularly. 


owe 

move 

begin 

notice 

refer 

step 

run 

incur 

desire 

manage 

admit 

interfere 

charge 

prefer 

omit 

occur 

offer 

carry 

grin 

tie 

infer 

pursue 

compel 

profit 

compare 


SPELLING 


121 


come 

study 

journey 

modify 

propel 

receive 

lap 

trim 

hope 

accompany 

die 

leap 

foot 

impel 

hop 

satisfy 

plan 

use 

repel 

change 

control 

plane 

repeal 

travel 

expel 

fly 

vary 

become 

notice 

agree 

marry 

ship 

lie 

dun 

regret 

permit 

obey 

foot 

exchange 

shoe 

cancel 

file 

mimic (k) 

traffic (k) 

canoe 

come 

levy 

marvel 

picnic (k) 



Double letters. Observe with care which letter or letters 
are doubled in the words that follow: 


demurrage 

committee 

collateral 

possess 

excellent 

accumulate 

occasion 

necessity 

unnecessary 


accommodate 

embarrass 

tariff 

parallel 

syllable 

accessible 

exaggerate 

commodious 

approximate 


recommend 

bookkeeping 

arrears 

tobacco 

commercial 

omission 

apparel 

miscellaneous 

tonnage 


Letters not to be doubled. The following words are some- 
times misspelled by doubling the letter indicated: 


amount (m) 
until (1) 
balance (1) 
jeweler (1) 


apology (p) 
agree (g) 
writing (t) 
traveling (1) 


auxiliary (1) 
professor (f) 
wonderful (1) 
cupful (1) 


ie, ei. If you are willing to learn the jingle given below, 
together with the five pairs of exceptions to the first line, 
you can easily become master of any words containing ie or 
ei which you will use in business English. 


The common order is i-e, 

Unless the vowels come after c , 

Or have the sound of a, like weigh. 

Following line i: believe, belief; relieve, relief; grieve, grief; thieve, 
thief; view, review, interview; chief, brief; mischief, mischievous; 


122 


BUSINESS MAN’S ENGLISH 


piece, niece; pierce, fierce; wield, shield; siege, besiege; reprieve, re- 
trieve; achieve, achievement; yield, field; priest, friend, lien, sieve. 

Following line 2: receive, receipt; conceive, conceit; deceive, de- 
ceit; perceive, ceiling. No exceptions. 

Following line 3: freight, weight; weigh, inveigh; seine, veil, heinous, 
neighbor; reign, foreign, sovereign. No exceptions. 

Exceptions to line 1: The jingling pairs below are easy to learn. 

either, neither, 
leisure, seizure (seize), 
heir, their, 
height, sleight, 
forfeit, counterfeit. 

When you have a doubtful word to spell, ask yourself 
these questions: 

1. Do the vowels come after c? If so, use e-i. 

2. Have they the sound of a like weigh? If so, use e-i. 

3. Is the word listed in the five pairs of exceptions? If so, use e-i; 
if not, use i-e. 

-ceed, -cede, -sede. Learn exceed , proceed, and succeed; 
spell supersede with an s like its initial letter; spell all the 
others -cede. 


-sion, -cion, -tion. Most words have the ending - tion , but 
observe the following rather common words: 


extension dimension suspicion 

occasion excursion coercion 

exclusion diversion complexion 

-os, -oes. Plurals of nouns ending in 0 present some diffi- 
culty. If you will memorize the list that follows, you may 
safely spell the other plurals -os. 


cargoes 

embargoes 

echoes 

buffaloes 

volcanoes 


vetoes 

tomatoes 

calicoes 

negroes 

mosquitoes 


noes (in voting) 

mottoes 

heroes 

desperadoes 

torpedoes 


SPELLING 


123 


un-. When un- is prefixed to a word beginning with n, be 
careful not to drop one of the ft’s; as, necessary, unnecessary; 
natural, unnatural. 


dis-. Study the list that follows and discover why some 
of the words have two s’s and others have only one s. 

disappoint disapprove dissolution 

disappear disallow dissatisfy 

disagree disarrange dissolve 


-able, -ible. The commoner ending is -able. 


1. Use -able with all words which have a derivation in -ation: as, 
negotiation, negotiable; valuation, valuable; probation, probable. 

2. Use -able when the dropping of the ending {-able) leaves a 
good English word (with the possible addition of silent e), unless the 


word is very unusual, or appears ii 

accessible (access) 
collectible (collect) 
compressible (compress) 
contemptible (contempt) 
convertible (convert) 
corruptible (corrupt) 
defensible (defense) 
digestible (digest) 
discernible (discern) 


the list below: 

forcible (force) 
inexhaustible (exhaust) 
inexpressible (express) 
irresistible (resist) 
perceptible (percept) 
reducible (reduce) 
responsible (response) 
reversible (reverse) 
v sensible (sense) 


3. Words ending in -ce and -ge retain the e before the ending -able. 
The common words are 

noticeable changeable serviceable 

chargeable exchangeable damageable 

pronounceable enforceable 


EXERCISE 


The following business homonyms should be carefully dis- 
tinguished in meaning. Use each in a sentence, making sure 
that you have mastered the question of which word to use 
in each instance. 


124 

BUSINESS MAN’S ENGLISH 

stationery 

stationary 

paper, writing materials, etc. (Think of stationer.) 
not movable. 

waive 

wave 

to give up voluntarily what one could demand, 
a movement of the ocean. 

canvas 

canvass 

coarse cloth. 

an enumeration; to make an enumeration. 

current 

currant 

that which flows; referring to present time (adj.). 
a small fruit. 

assent 

ascent 

acquiescence, a yielding, 
climbing an elevation. 

route 

root 

the course of a journey, 
part of a plant. 

council 

counsel 

consul 

a deliberative body, 
advice; advisor. 

a government commercial representative who resides 
abroad. (Pronounced quite differently from the 
others.) 

stayed 

staid 

did stay, 
very dignified. 


EXERCISE 

Use the following words in original sentences, showing that 
you understand the difference in meaning. Look up doubtful 
points in the dictionary. 


cereal, serial 

cite, site 

allowed, aloud 

session, cession 

bury, berry 

compliment, complement 

buy, by 

minor, miner 

coarse, course 

new, knew 

would, wood 

blue, blew 

sweet, suite 

medal, meddle 

straight, strait 

done, dun 

sale, sail 

shown, shone 

serge, surge 

steal, steel 


SPELLING 


125 


profit, prophet guarantee, guaranty- 

capital, capitol draft, draught 

ceiling, sealing peddle, pedal 

wrapping, rapping 

lose, loose. Both words may be used as verbs; loose may 
also be an adjective. Lose means to suffer the loss of; loose 
means to unfasten , to untie. As an adjective, loose means 
not tightly fastened. 

1. The investment is so small that you cannot lose much in any 
event. 

2. Systematic filing prevents the losing of valuable letters and 
documents. 

3. If the nut on the bolt works loose, we may lose it. 

4. It is easy to lose one’s way in a strange city. 

5. Articles in bulk are sometimes said to be sold loose. 

EXERCISE 

Choose the proper word for the blank in each sentence. 

1. After you a thing, it is lost. 

2. After you a thing, it is unfastened. 

3. The carriage tension of the typewriter is too . 

4. Be careful not to this note to Mr. Clarke. 

5. The locking device prevents our ing the pages from our 

leaf ledger. 

6. You have everything to gain and nothing to . 

7. Something must be about this machine; I can hear the 

rattle. 

8. You should put a clip on papers so that you will not — — 

them. 

9. Such unfair methods are sure to cause a merchant to trade. 

10. If the wrapping becomes , you may something from 

your package. 

11. The sales slips are filed in a special cabinet. 

effect, affect. Either may be used as a verb; effect alone 
as a noun. Effect means to bring about, to accomplish; affect 
means to influence, to change, sometimes to pretend . As a 
noun, effect means result. 


126 


BUSINESS MAN’S ENGLISH 


1. The new manager effected many changes in the office. 

2. These changes will affect several men whose services will be 
dispensed with. 

3. The war in Europe affected our foreign trade to a marked 
degree. 

4. One of the effects of the war has been the building up of our 
merchant marine. 

5. The stenographer affected not to notice her employer’s mis- 
pronunciation. 

6. Such a result can be effected only through concerted action. 

7. The new ruling takes effect on December 1. 

8. The failure of the firm affected the stock market. 

9. The railroad has just issued a new time table effective next 
Sunday. 

10. The new tariff has seriously affected leather dealers, but it has 
had no effect on our business. 

ri. Her overnice pronunciation is due to affectation. 

EXERCISE 

Choose the proper word in each of the following sentences: 

1. The climate of England is ed by the Gulf Stream. 

2. The policeman ed not to hear me. 

3. In a large office the economies ed by The Dictaphone run 

into thousands of dollars a year. 

4. What will be the of such a sweeping change? 

5. The Panama Canal has ed a shorter route to the west 

coast of South America and has ed freight rates appreciably. 

6. The proposed merger was ed without seriously ing 

the stock market. 

7. Through more systematic office methods we have ed great 

savings. 

8. The new order s all unskilled laborers, but has no on 

skilled artisans. 

9. He s a New England accent. 

10. The explosion ed his hearing, but not his sight. 

1 1. If increasing overhead expenses your profits, you can 

a saving by using our Rapid Fire Duplicator. 

1 2. What the ultimate will be, no one can predict. 

13. They have packed all their s and left town. 

14. Extrance was ed through a rear window. ' 


SPELLING 


127 


15. The was marvelous. 

16. She is always ed in her manner. 

than, then. Than is used after the comparative degree of 
an adjective or an adverb; then means at that time or afterward. 

1. Express is faster than freight. 

2. This account has run more than a month. 

3. Make these extensions; then you may go. 

4. John writes more neatly than I. 

5. His license was then taken away from him. 

EXERCISE 

Insert than or then in the blanks below. 

1. The loose leaf is inserted in the binder. 

2. We have more 60,000 square feet of floor space. 

3. Orders are coming in faster usual. 

4. He — — went directly to the president of the company. 

5. Demurrage is charged on cars held more two days for load- 

ing or unloading. 

6. Wouldn’t a special delivery letter be better a telegram? 

except, accept. Except and accept may both be used as 
verbs; except may also be a preposition or a conjunction. 
Except means to make an exception of , to exclude; accept means 
to receive willingly. Do not use except for unless. 

1. We should be willing to accept your note at 60 days for all of 
our bill except the item for materials, which must be paid in cash. 

2. If we except the Jennings store, every business place in the 
village has a telephone. 

3. I accept your offer. 

4. Haven’t you any carbon paper except this? 

5. We credit your account with R. M. Van Dorn’s acceptance for 
$356.00 at 10 days’ sight. 

6. There is no way of evading this duty; we cannot except anybody. 

7. He said he would not think of accepting pay for his services. 

8. I know nothing of this plan except that it is said to be very 
effective. 


128 


BUSINESS MAN’S ENGLISH 


EXERCISE 

Insert except or accept as required in each of the following 
sentences: 

1. The shipment arrived in good condition the casting 

No. 56A, which had been broken. 

2. Please our thanks for the order which we have just re- 

ceived from you. 

3. We are offering the lot at a sacrifice and can nothing but 

cash in payment. 

4. He is the best salesman I know; I will not anybody. 

5. I will your note for the whole debt the insurance 

premium. 

6. Kindly the draft when presented. 

7. This deed is intended to convey title to all of lot No. 6, ing 

and reserving therefrom a 16-foot lane along the north boundary. 

8. All the directors were present Mr. Vanderlip. 

9. We will make final payment as soon as the architects — — ■ the 
work of the contractors. 

10. All suits have been reduced in price, blues and blacks. 

11. Would you — — a position as bank clerk? 

12. He would not my check when it was indorsed by 

my employer. 

13. We were compelled to less than the goods cost us. 

14. Please — — our thanks for the remittance of $53.89 which we 
have just received. 

there, their. Their means belonging to them. The spelling 
may be remembered by recalling the derivation. They plus 
r gives the(y)r, the y being changed to i. There has numerous 
uses. 


There is (or was) 

some mistake here. 

no further discount. 

one of the partners in the auto. 

an odd lot of hats. 

many a man who is (was) honest. 


There are (or were) 

a number of errors in this bill, 
several firms refining sugar, 
only a few of that kind left, 
to be two well-known speakers 
present. 

many men who are (were) honest, 
none better than this one. 


SPELLING 


129 


1 . They acknowledge their mistake. 

2. There ought to be no difficulty in making settlement with their 
adjustment department. 

3. Their ink is excellent; there is no acid in it. 


EXERCISE 

Insert their or there in the blanks below. 


1. They are making additions to factory. 

2. Were many people present? 

3. If has been a mistake, we shall be glad to correct it. 

4. credit is good anywhere. 

5. Why should be any deduction from the amount charged? 

6. might be some reason for it, if they had always been prompt 

in the settlement of bills. 

7. are a number of men on the waiting list. 

8. stock is the most complete that is in town. 

principal, principle. Either word may be used as a noun; 
principal may also be an adjective. Principal means chief , 
either as an adjective or as a noun; principle means a law 
or rule of conduct. 


This expression 

The principal witness 
The principal of a school 
The agent acts for his prin- 
cipal 

Both interest and principal 


Means 

the chief witness, 
the chief teacher of a school, 
the agent acts for the one who employs 
him. 

interest and the sum on which the in- 
terest is reckoned. 


The fundamental principle the fundamental law of double entry, 
of double entry 

A man of good principle a man of good conduct. 


EXERCISE 

Use principle or principal as required in the sentences 
that follow: 

1. What is the on which this works? 

2. I am permitted to refer you to Mr. F. B. Dillon, of LaSalle 

Academy. 


130 


BUSINESS MAN’S ENGLISH 


3. The of the note is $250. 

4. A is responsible for the acts of his agent. 

5. Our reason for doing it this way is the urgent need of 

immediate results. 

6. We use black ribbons ly, though we have a few bichromes. 

7. Do you understand the of the mimeograph? 

8. The use of form letters is in sales campaigns. 

9. A shoe factory is our industry. 


EXERCISE 

Great care should be taken to spell the names of persons 
and firms exactly as they spell them. It is also important 
that their correct initials be used. The examples of variant 
spellings given below are suggestive of some of the difficulties 
which you will encounter. Not all the names grouped to- 


gether are pronounced exactly 
names are included. 

Aaron 

Bacheller, Batchelder 
Barber, Barbour 
Binghamton 
Brown, Browne, Braun 
Burns, Byrnes 

Cams, Karns 
Catherine, Katherine, 

Catharine, Kathryn 
Cheyenne 
Cincinnati 
Clark, Clarke 
Cohen, Cohn, Cone 
Connecticut 
Cox, Coxe, Cocks 

Davidson, Davison 
Davis, Davies 
Des Moines 
Dick, Dicks, Dix 
Dubuque 
Duluth 


like. A few troublesome place 

Eleanor, Elinor, Elinore 
Ernest (cf. earnest) 

Ericsson, Erickson 

Fisher, Fischer 
Fisk, Fiske 
Foster, Forster 

Frances (fern.) Francis (masc.) , 
Frazer, Fraser 
Frederick, Frederic 

Gardiner, Gardner 
Goodier, Goodyear 
Green, Greene 

Hines, Hinds, Heinz 
Henry {not Henery) 

Hart, Harte 
Howe, Hough 
Huff, Hough 

Isaac 

Johnson, Johnston, Jonson 
Kelly, Kelley 


SPELLING 


J 3i 


Louis, Lewis, Lewes 

MacDonald, Macdonald 

Macintosh, McIntosh 

Macmillan, MacMillan, McMillan 

McCune, McKeown 

Meyer, Maier, Mayer, Myers 

Milwaukee 

Minneapolis 

Miller, Muller 

Monroe, Munro 

Morris, Maurice 

Neal, Neil 

Nichols, Nicolls (cf. nickel) 


Robinson, Robertson, Roberson, 
Robison 

Rogers, Rodgers 

Saunders, Sanders 

Savannah (cf. Havana) 

Schenectady 

Sewell, Seawell, Sewall 

Sheppard, Shepard, (cf. shepherd) 

Sidney, Sydney 

Snider, Snyder, Schneider 

Spencer, Spenser 

Stephen 

Stephens, Stevens 
Stevenson, Stephenson 


Osborn, Osborne, Osburn 
Palmer 

Patterson, Paterson (N. J.) 
Patton, Patten, Pa ton 
Payne, Paine 
Prior, Pryor, Preyer 

Reed, Reid, Reade, Read 
Ritchie, Richey 


Tennessee 

Thompson, Thomson 
Tuttle, Tuthill 

Van Dyke, van Dyke, Van Dyck 

Wallace, Wallis 
Wicks, Weeks 
Wilson, Willson 
Worcester, Wooster 


ORAL REPORT 

Be prepared to give, before the class, an oral report on the 
topic assigned to you from the list below. 

1. You are a feed merchant and are expecting a car of feed. Your 
bank notifies you that it holds a bill of lading with draft attached. 
Explain what you must do to get the feed. 

2. Explain the form and use of a credit memorandum. 

3. When and how to stop payment on a check. 


EXERCISE 

Make yourself 100 per cent perfect in spelling the first word 
of each of the twenty-five expressions below. You should 
also observe how each word is used. 


IS 2 


BUSINESS MAN’S ENGLISH 


Have some one pronounce these words to you before you 
study them. Then spend your time only on those that you 
misspell. 


install new machinery 

installation of a dynamo 

legitimate profits 

durable cloth 

careless clerks 

franchise has been obtained 

responsible for his action 

fare to New York on the railroad 

inexhaustible supply of petroleum 

scientific management 

apparent difficulties 

casualty insurance 

cancel this item 


comparable with last year’s sales 
deficit at the end of the year 
depreciate through wear 
immediate acceptance 
exaggerate one’s difficulties 
excel your neighbor 
illegible handwriting 
surprise your friends 
bargain day 

lease the premises for one year 
lessee of the property 
lightning rapidity 


EXERCISE 


Make yourself ioo per cent perfect in spelling the first 
word of each of the twenty-five expressions below. You 
should also observe how each word is used. 

Have some one pronounce these words to you before you 
study them. Then spend your time only on those that you 
misspell. 


miscellaneous articles 
mortgage on his home 
mutual insurance companies 
necessity for haste 
sincerely yours 
fourth sentence 
license as chauffeur 
crystal of a watch 
endeavoring to fill your order 
mileage ticket 
nineteenth name on the list 
practically, it does not work 
obliged to discontinue 


o’clock means on the clock 
salary per month 
written contract 
writing one’s name 
expense is excessive 
because of illness 
appreciate in value 
assured income 
convenient letter files 
incredible speed 
statistics of the year 
prejudice against form let- 
ters 


SPELLING 


i33 


EXERCISE 1 

Make yourself 100 per cent perfect in spelling the first 
word of each of the twenty-five expressions below. You 
should also observe how each word is used. 

Have some one pronounce these words to you before you 
study them. Then spend your time only on those that you 
misspell. 

summary of the report 
chiffonier with a mirror 
coincidence of events 
commission of ten per cent 
comparatively easy 
competent to do the work 
compulsory attendance 
concession in the price 
conscientious man 
convenience of our customers 
counselor at law 
consular service of U. S. 
customary procedure 

Syllabication. Syllabication is important because of the 
necessity of dividing words at the end of lines. The simpler 
divisions may be easily learned. When in doubt, consult a 
good dictionary. 

Rule. Ing is usually a syllable by itself; but when a double 
consonant immediately precedes and is not double in the root 
word, one of the consonants is taken with the -ing; as, trans- 
mit-ting. 

Observe: com-ing fill-ing 

hop-ping pull-ing 

hop-ing run-ning 

be-gin-ning chang-ing 

1 Additional exercises of this type will be found on page 329 of the Ap- 

pendix. One of these exercises should be assigned each week throughout 
the course. 


go-ing 

re-fer-ring 

cop-y-ing 


decease of Mr. Matthews 
decision of the court 
canal through Panama 
career as a public man 
cashier of the bank 
caution people to go slow 
cemetery for the dead 
certificate of proficiency 
character above reproach 
chemical fire extinguisher 
chord in music 
collision between trains 


*34 


BUSINESS MAN’S ENGLISH 


Rule. When -ed at the end of a word is pronounced sep- 
arately like the name Ed , it is a syllable; otherwise not. 


Observe: pre-ferred 
cop-ied 
shipped 
searched 
ad-dressed 
in-ter-fered 


di-rect-ed 

re-strict-ed 

cred-it-ed 

in-ter-est-ed 

prof-it-ed 

con-tract-ed 


be-loved, or -ed 
learned, or -ed 
blessed, or -ed 
cursed, or -ed 
aged, or -ed 


Rule. The endings -ment, -ness, -lion, -sion and - cion form 
separate syllables; -able and -ible form two separate syllables, 
subject to the rule for separating double consonants, as given 
below. 


Observe: im-prove-ment 
el-e-ment 
set-tle-ment 
com-mence-ment 
ac-knowl-edg-ment 
quick-ness 


trans-ac-tion 

no-ti-fi-ca-tion 

con-nec-tion 

pro-gres-sion 

sus-pi-cion 

ques-tion 


change-a-ble 

mov-a-ble 

pos-si-ble 

prof-it-a-ble 

serv-ice-a-ble 

a-cute-ness 


Rule. Double consonants are usually separated. See ex- 
ception mentioned in the rule for -ing. 


Observe: pas-sion 

set-tle-ment 

rec-om-mend 

re-mit-tance 


pres-sure 

col-lec-tion 

im-me-di-ate-ly 

as-sets 


ne-ces-si-ty 

nec-es-sa-ry 

un-nec-es-sa-ry 

suf-fi-cient 


Much may be learned by observing the right-hand end of 
the lines in a carefully printed book. Most textbooks may 
be depended upon for correct line-end divisions. 

Do not divide a hyphenated word except at the hyphen, or 
leave one letter of a word alone; as, e-nough. 

Do not divide thought, though, through, freight, strength, 
height, width, breadth, scheme. 

Do not be misled by the hasty syllabication in newspapers. 
You will find divisions there which would not be permitted 
in typewritten work. 


SPELLING 


I3S 


EXERCISE 

Divide the following words as you would divide them at 
line ends. Do not divide a monosyllable. 

1. Coming, changeable, balance, delivery, insufficient. 

2. Noticeable, beginning, changing, furnished, nonnegotiable. 

3. Official, shipped, Mr. Williams, progress (verb), quantity. 

4. Enough, throughout, thought, account, remittance. 

5. Progress (noun), position, credited, increase, immediately. 

6. Brick-yard, follow-up, right-hand, self-addressed, Perrin-Doyle. 

EXERCISE 

Some, but not all, of the italicized words in the following 
letter are incorrectly used. Study the letter carefully and 
rewrite it substituting other words for those italicized when- 
ever you think it advisable. Make no other changes. 

Dear Sir: 

Mostly all firms know it is easier to file a letter then to find 
the same. Without the principle of your filing system is 
simple and practicable , you are almost certain to loose a 
letter which cannot be located except after an aggravating loss 
of time. If you have a costumer waiting, the affect is most 
always bad. 

Our filing system, based on a completely new principal , 
has been so satisfactory to many other firms with numerous 
correspondence, that we beg to call the same to your atten- 
tion. The principle of our system is so simple that most any 
office boy who can use the telephone directory can operate 
the same after a few minute’s instruction. Directly he under- 
stands the alphabetic plan, he will use the file most efficiently. 

Kindly advise us, per inclosed post card, what system you 
are using and the approximate amount of letters you are re- 
ceiving and sending out per day , and we will be pleased to 
quote you a very attractive figure on an equipment for your 
office. 


Very truly yours, 


CHAPTER XII 


LETTER FORM AND ARRANGEMENT 

Stationery. The stationery most widely used is white, un- 
ruled bond or linen paper of good quality and weight, 8j^ x 
n, or 8 x 10 }^ inches. This is called letter size to distinguish 
it from note size, 5^ x 8j^ inches, and half sheets, 8 x 
or 6 inches. The printed letterhead runs the short way of 
the paper except in the case of the half sheets. Modestly 
tinted paper is used to some extent with envelopes to match. 

Letterheads. The models illustrated represent the better 
types of dignified letterhead. Such letterheads may be printed 
or engraved. Black is the color most widely used, but brown 
is frequently used on paper of light brown tint, and blue on 
blue tints. There is a tendency to use typewriter ribbons of 
the same color as the letterhead in order to produce what 
artists call dominant harmony. The skeleton date line for- 
merly printed as part of the letterhead has been rendered 
needless through the widespread use of the typewriter. The 
old practice of making the letterhead an advertisement of 
everything the firm handles is also going rapidly out of use. 
The best letterheads now give little besides the name of the 
firm, the nature of the business, and the mail address. Addi- 
tional information sometimes given is the cable address, tele- 
phone number, chief officers of the company, and the location 
of branch offices. Occasionally for the convenience of the 
filing clerk, the direction “In your reply please refer to file 
number ....,” is included in the letterhead. (See letterhead 
of Hammacher, Schlemmer & Co., page 137.) 

Heading. When unprinted stationery is used, the heading 
should include the exact mail address and the date of the 

136 


LETTER FORM AND ARRANGEMENT 


*37 



Well arranged letterheads 


138 


BUSINESS MAN’S ENGLISH 


letter. The parts of the heading indicating place should be 
arranged in orderly fashion, the most definite first. The date 
line in the indented style, and the longest line of the heading 
in the block style, should end on the right margin line of the 
body. 

Room 926, Presbyterian Bldg. Room 926, PreBbyterien Bldg. 

156 Fifth Ave., Hew York City 156 Fifth Ave., New York City 

September 28, 19 — September 28, 19 — 

The printed letterhead should be used for the first sheet 
only. Second sheets, when needed, should have heading 
typed as shown in the cut on page 141. Care should be 
taken to avoid having only a line or two of the body on the 
second sheet. The second sheet of a letter should never be 
placed on top of the first when they are being folded for the 
envelope. 

Date line. When letterheads are used, the date is con- 
sidered a part of the letter proper, not of the letterhead, and 
is placed about four single spaces above the inside address. 
The month is not usually abbreviated. Accurate dating is 
important because letters are filed by dates and because the 
date may settle a question in court. The writing of 5/1 1/20 
for May 11, 1920 might cause an export firm much annoyance 
because in some countries 5/1 1/20 means November 5, 1920. 
Do not write July 5th, August 2nd, etc., but July 5, August 2. 
If you must abbreviate the month, use standard abbrevia- 
tions. 


Jan. 

Apr. 

July 

Oct. 

Feb. 

May 

Aug. 

Nov. 

Mar. 

June 

Sept. 

Dec. 


Novel forms of date line are sometimes devised to match 
the general style of the letterhead. It is unlikely that they 
will ever be widely adopted because of the time required to 
arrange them. The following forms are suggestive: 


LETTER FORM AND ARRANGEMENT 


139 


Letterhead 


Inside 

address 

Salutation 


Body 


Identification 
marks 
Inclosure 
direction . 


HODGE BROTHERS AND DAYTON 
TENTS AND AWN1NQS 
127 Market St., Newark, N. J. 



May 2, 19-- 

Date line 

Hapgood & Harrison, Ino. 

Subject: AwningB 

Letter 

269 West 125th Street 

New York City 

subject 


Gentlemen: Attention 

of Mr. H. A.- Wills 

Particular 

address 


We realize how anxious you are to get those 
awnings immediately, and we have been doing our 
best to put your order through. 


Our awning department was instructed two weeks 
ago to put every available machine at work on your 
order the moment the spocial brown material came 
in. Tie have dono our boot to get this special can- 
vas for you, but the mills report that they cannot 
keep up with their orders, and they will not prom- 
ise delivery for any particular date. 


If you oan use white canvas of the same qual- 
ity as the brown you ordered, and of slightly 
heavier weight, we can make up these awnings at 
once from materials now in stock and deliver them 
within five days. The prloo would be the sane as 
for the lighter brown stock on which we originally 
quoted. We are inclosing a sample of the white 
canvas for your inspection. 


MDH:R 

Ino. 


Very truly youi’a 

HODGE BROTHERS A HD DAYTON 

Manager. 


Complimentary 

close 

Signature 

Particular 

signature 

Business 

tide 


A model letter, showing the position and name of each part 



140 


BUSINESS MAN’S ENGLISH 


January February Thirteenth 

Sixth Nineteen Twenty-one 

19 2 0 


Thirty-first May 

December 1 2 

1921 1 9 2'0 

Letter subject. The letter subject is a short phrase usually 
typed near the right margin below the date, as in the model 
reproduced on page 139. In letters which follow the depart- 
mental style, the subject comes immediately below the name 
of the addressee, as shown on page 164. The use of the letter 
subject is explained more fully in the chapter on Sales Letters. 

Inside address. This includes the name and address of the 
person or firm to whom the letter is sent, and also any appro- 
priate titles or descriptive phrases. Two styles of inside ad- 
dress are in common use — the block style, as shown in the 
model letter reproduced on page 162, and the indented style, 
as shown on page 16 1. The block style has the advantage 
of speed in typing. The matter to be included in the address 
should be divided into two, three, or four lines, so that no 
line will be excessively long. When window envelopes are 
used, the last line of the inside address should be about a 
half inch above the bottom of the top third of the sheet, so 
as to facilitate the folding of the letter. 

Most business men agree that the forms below at the right 
are better than those at the left. 

352 5th Avenue 352 Fifth Avenue 

165 12th Street 165 Twelfth Street 

355 West One Hundred Twenty-fifth Street 355 West 125th Street 

A safe rule is to use words for street names when they are 
uncompounded numbers; as, Tenth Avenue, Sixtieth Street, 
and to use figures for compounded numbers; as, 23d Street, 
42d Street, 116th Street. 

Capitals are commonly used for St., Ave., Sr., Jr. There 


LETTER FORM AND ARRANGEMENT 


141 


Burtls & Connell - 2 


May 7. 19— 


a line of goods which Is known from coaBt to coast, 
and we feel sure that you would find it very easy 
to work up a good trade. 

The price which we tfave quoted is very low and 
includes a free advertising campaign for two months 
in your local papers, besides window displays of 
real merit and the services of a demonstrator for 
two days if you want her. 

This agency is going to some enterprising merch- 
ant in your city. We should like to see you have it. 
let us know your decision. 


Yours truly. 


WILLIAMS MILLING CO. 


KLW/BS 
Incl. 8 


By 



Agency Director 


Second sheets. These should match the first sheet, but should have 
no printed letterhead. A good form of typed heading is shown above. 


142 


BUSINESS MAN’S ENGLISH 


is a marked tendency to use the unabbreviated form of Street, 
Avenue, Manager, President, Superintendent, etc. 

Titles and descriptive phrases. The following titles and 
descriptive phrases are common in business correspondence. 

Mr. is used before the name of a man who has no higher title. 

Esq., once interchangeable with Mr., is rarely used now. It always 
follows the name; as, W. J. Parker, Esq. Mr. and Esq. should 
not both be used at the same time. 

Messrs, is the abbreviated form of the French Messieurs, and is used 
as the plural of Mr. The examples given below indicate when 
it should be used. 


With Messrs. 


Without Messrs. 

United Biscuit Company 
The Rawson Foundry 
State Department of Health 
Yost’s 

L. M. Dixon, Inc. 

A. B. Dick Company 


Messrs. Stout & Worden 
Messrs. B. Hanson & Bro. 
Messrs. Canfield Bros. 
Messrs. H. & A. C. Kline 
Messrs. Billings & Company 
Messrs. Carr, Merritt & Rice 


Mrs. is the title given to a married woman. She should be addressed 
by her husband’s name; as, Mrs. J. Porter Mason. A widow 
is usually addressed by her Christian name; as, Mrs. Katherine 
Flint, rather than Mrs. Jerome Flint. 

Mmes. is the abbreviated form of the French Mesdames, and is used 
as the plural of Mrs. It should be used before the name of a 
firm composed of married women or of married and unmarried 
women. A firm composed of a man and a woman might be ad- 
dressed without title, or Messrs, might be used. 

Miss is the proper title for an unmarried woman. It is not an ab- 
breviation and requires no period. When in doubt whether to 
address a woman as Miss or Mrs., use Miss. 

Misses is the plural of Miss; as, Misses Hamlin & Hubbard, Misses 
Audrey and Rose Stevenson. In conversation or in connected 
written matter, the form should be “the Misses Audrey and Rose 
Stevenson.” 


LETTER FORM AND ARRANGEMENT 


M3 


Reveretid (Rev.) is the proper title for a rector, priest, or minister. It 
should not be used without the Christian name or the initials. 
The head of a Jewish synagogue is addressed as Rabbi, not as 
Reverend; as, Rabbi Stephen S. Wise. 

Honorable (Hon.) is the title given to persons who are, or have been, 
ambassadors, cabinet officers, United States or state senators 
or representatives, judges, mayors, and the like. 

Dr. is the title given to a man or woman who holds a doctor’s degree 
from a university. As a title it is always abbreviated. 

Professor (Prof.) is properly reserved for college and university 
teachers of highest rank. The head of a high school is a principal, 
not a professor. 


DOUBLE TITLES 1 


Correct 

Rev. E. B. Henderson 
Rev. A. R. Andrews, D. D. 
Hon. F. X. Curran 
Mr. Edward Sisson, Manager 
Dr. A. N. Coe, Superintendent 
Mrs. Franklin Hodge, Secretary 


Incorrect 

Rev. Mr. (or Dr.) E. B. Henderson 
Rev. (or Hon.) Andrews 
Honorable Mr. F. X. Curran 
Mr. Roy B. Stebbins, Esq. 

Dr. Hugo Kelly, M. D. 

Mrs. Dr. McPherson 


Business titles, used as a part of the inside or outside ad- 
dress, should be typed on the same line with the person’s 
name, whether they precede or follow it. When written on 
the second line, such titles tend to make that line too long, 
particularly when the indented style is used. 

1 For the correct use of the with titles, see honorable, the honorable , 


P- 50- 


144 


BUSINESS MAN’S ENGLISH 


Mr. J. A. Downs, Vice-President 
National Bank -of Burlington 
Burlington, Iowa 


Superintendent R. D. Barringer 
Pennsylvania R. R. Shops 
Altoona, Pa. 


Miss Katherine Ryan, Secretary, 

Business Woman* 8 Association, 
Bellingham, Washington* 


Mr. Bradley Bulfinoh, Manager, 

Carson *8 Toggery Shop, 

265 Boylston Street, 

Boston, Mass. 

Postal abbreviations. The following abbreviations, fre- 
quently used in letter writing, have the approval of the Post 
Office Department: 


Alabama* 

Ala. 

Mississippi 

Miss. 

Arizona 

Ariz. 

Missouri 

Mo. 

Arkansas 

Ark. 

Montana 

Mont. 

California 

Cal. 

Nebraska 

Nebr. 

Canal Zone 

C. Z. 

Nevada 

Nev. 

Colorado 

Colo. 

New Hampshire 

N. H. 

Connecticut 

Conn. 

New Jersey 

N. J. 

Delaware 

Del. 

New Mexico 

N. Mex. 

District of Columbia D. C. 

New York 

N. Y. 

Florida 

Fla. 

North Carolina 

N. C. 

Georgia 

Ga. 

North Dakota 

N. Dak. 

Illinois 

111. 

Oklahoma 

Okla. 

Indiana 

Ind. 

Pennsylvania 

Pa. 

Kansas 

Kan. 

Philippine Islands P. I. 

Kentucky 

Ky. 

Porto Rico 

P. R. 

Louisiana 

La. 

Rhode Island 

R. I. 

Maryland 

Md. 

South Carolina 

S. C. 

Massachusetts 

Mass. 

South Dakota 

S. Dak. 

Michigan 

Mich. 

Tennessee 

Tenn. 

Minnesota 

Minn. 

Texas 

Tex. 


LETTER FORM AND ARRANGEMENT 


145 


Vermont 

Virginia 

Washington 


Vt. West Virginia W. Va. 

Va. Wisconsin Wis. 

Wash. Wyoming Wyo. 


Abbreviated forms of the following are not officially recog- 
nized: 


Alaska Hawaii Iowa Ohio Samoa 

Guam Idaho Maine Oregon Utah 

The names of cities should not be abbreviated; as, Wash. 
Phila., Bfo., Chi., etc. 

Particular address. If you wish a letter to be delivered 
to a certain person connected with a firm, you may address 
him personally; as, Mr. H. A. Wills, c/o Hapgood & Harrison, 
Inc., or you may use the firm name on the envelope and the 
particular address — Attention of Mr. H. A. Wills — in your 
letter. These methods are perhaps equally good if the man 
addressed is in his office when the letter arrives. If he hap- 
pens to be out of town, an envelope addressed to him per- 
sonally will lie on his desk unopened or will be forwarded 
to him, while an envelope addressed to the firm will be 
opened at once and the letter referred to some one else if an 
immediate answer is required. 

Salutation. The salutation is a courteous greeting to your 
correspondent. Just as you might very properly say, “Good 
morning, Mr. Thomas,” to one man and “Good morning, 
Henry,” to another, so the salutation you use will depend 
upon how well you know your correspondent. The colon 
alone is the punctuation recognized as correct after the salu- 
tation in a business letter. The following are the salutations 
commonly used: 


146 


BUSINESS MAN’S ENGLISH 


1. Formal 


Addressing men 
Sir: 


Addressing women 

Madam: 


2. Polite; neither 
formal nor fa- 
miliar 


My dear Sir: 
Dear Sir: 
Gentlemen: 


Dear Madam: 
ladies : 

Me 3 dame 8 : 


3. Somewhat fa- 
miliar; ad- 
dressee usually 
known to writer 

4. Familiar; ad- 
dr es s ee well 
known to writer 


My dear Mr. Poe: 


Dear Mr. Cobb: 


My dear Miss Day: 
My dear Mrs. Low: 


Dear MIsb Morgan: 
Dear Mrs. Swan: 


Forms 2 and 3 are most commonly used in business, form 
1 being reserved for formal official communications, and form 
4 for letters of a semi-business character between friends. 


The first word of the salutation and all nouns in it are capitalized. 
Dear is capitalized only when it stands first. 

Messrs ., Mess., Gentleman, and Gents, are never correctly used as 
salutations. Dear Professor and Dear Doctor are correct only when 
used with a surname. Deal Sirs is no longer used by careful writers. 

Dear Sir and Madam is used when addressing a man and a woman; 
as, Mr. and Mrs. A. B. Rogers, Browne & Bassett (Mr. Browne and 
Miss Bassett). 

Gentlemen is used in addressing a corporation, a department like 
the Department of Public Works, a partnership even if some of the 
partners are women, and in answering a blind advertisement, such 
as Box 36, Tribune Office, Chicago. When the particular address 
is used, Gentlemen and not Dear Sir is the correct salutation. 


Special titles with appropriate salutations. The models 

given below show the correct form of inside address and salu- 
tation for certain federal and state officials and for church 
dignitaries: 


LETTER FORM AND ARRANGEMENT 


147 


The President 

The President, Washington, D. C. 

Sir: or Mr. President: 

Vice-President 

Honorable Thomas R. Marshall, Vice-President 
of the United States, Washington, D. C. 

Sir: 

Cabinet Officer 

The Secretary of State, Washington, D. C., or 
Hon. Robert Lansing, Secretary of State, 
Washington, D. C. 

Sir: 

United States 
Senator 

Hon. Henry Cabot Lodge, U. S. Senate, 
Washington, D. C. 

Sir: or Dear Sir: 

Justice of the 
Supreme Court 

Hon. William R. Day, Justice of the United 
States Supreme Court, Washington, D. C. 

Sir: or Dear Sir: 

Congressman 

Hon. Daniel A. Reed, House of Representa- 
tives, or Hon. Daniel A. Reed, M. C., 
Washington, D. C. 

Sir: or Dear Sir: 

Governor 

His Excellency Calvin Coolidge, Boston, Mass. 
Sir: or Dear Sir: 

General 

General John J. Pershing, War Department, 
Washington, D. C. 

Sir: or Dear Sir: 

Colonel, Lieutenant- 
Colonel, Major, 
Captain 

Rear Admiral 

The appropriate title is used before the name. 
The salutation may take any one of the or- 
dinary civilian forms. 

Rear Admiral Henry T. Mayo, Navy Depart- 
ment, Washington, D. C. 

Sir: or Dear Sir: 

Commander 

Commander G. S. Lincoln, Bureau of Naviga- 
tion, Washington, D. C. 

Sir: or Dear Sir: 

Protestant Bishop 

Right Reverend Daniel S. Tuttle, Bishop of 
Missouri, St. Louis, Mo. 

Right Reverend Sir: 


148 


BUSINESS MAN’S ENGLISH 


Protestant Clergy- 
man 

Cardinal 


Archbishop 


Roman Catholic 
Bishop 

Priest 


Rev. John R. Mott, 126 East 28th St., 

New York City. 

Sir: or Dear Sir: 

His Eminence, James Cardinal Gibbons, 

The Cathedral, Baltimore, Md. 

Your Eminence: 

Most Reverend Patrick J. Hayes, New York 
City. 

Your Grace: or Sir: 

Right Reverend John J. Cantwell, Los An- 
geles, Cal. 

Right Reverend and dear Bishop: or Sir: 

Reverend James Connors, St. Ann’s Church, 
Hornell, N. Y. 

Reverend and dear Father: 


ORAL EXERCISE 

Some of the following individual and firm names should 
have titles. Choose the proper title to be used in the address 
and indicate the appropriate salutation. 


Arnold J. Tiffany 
Horton & Buckner Co. 
The Carson Company 
Tyler, Smith & Kuhn 
Rodgers Brothers 
Partridge’s 

Estate of Horace Grant 
John Tyler Jr. Company 
The McAlpin (Hotel) 
Omaha School of Business 
The Cunard Line 
Atlantic Steamship Co. 
State University 
Jesse Furguson 
Jessie Pomeroy 
Straus Bros. & Cohen 
Van Dorn Iron Works 
E. J. & L. Austin 
City Investing Company 


John R. Keefe & Sons, Inc. 

The Crosby Real Estate Co. 
Fischer & Lynch 
Louis Kelsey’s Sons 
The Dainty Bakery 
Paul Merle-Smith 
Suydam-Fisher Co. 

Frank A. Westman & Co., Inc. 
Frances B. Westwood 
Board of Trade 

King and Brownell (Woman and 
man) 

Hotel Windsor 
Miss Gillespie’s School 
Canadian Pacific Railway 
Davies Brothers & Co. 

Thomas A. Edison, Inc. 

The Burnham Dye Works 
The Logan Foundry 


LETTER FORM AND ARRANGEMENT 


149 


Automatic Sprinkler Assn. 

U. S. Senator from your state 
(Miss) Rhoda Thompson 
Cary Realty Company 
Fred L. Dann, Manager, 
Milton Brand Company 
Warner & Bush (Women) 
Daniel Portner, Inc. 


Mayor of your city 
Lila B. Kellogg (Mrs. W. S. Kel- 
logg) 

Interstate Commerce Commission 
University of Oklahoma 

President of the Chamber of Com- 
merce of your city 


EXERCISE 

Correct any errors in the following inside addresses and 
salutations: 


Mr. Isac Cohen 
423 3d ave. , 

Hew York City, H. Y. 
Mr. Cohen; 


Mr. Henry Gibson 
Dear Sir:- 


Mary Huffman 

Olympia, Wash. 
Dear Miss; 


Mes 3 . Harter & Coleman 
87 Salina Street 
Syracuse, H. Y. 

Gents: 


The Hunter- Jarvis Co., 
1066 Arch. Street 
Phi la., Penn. 

Messrs: - 


William Horton 
678 Calumet Street 
Butte, Mont. 

Gentleman: 


Mr. Thomas Roulston, Ino. 

Brooklyn, H. Y. 
Dear Sir;- 


(MrB.) Pearl Finney 
0/0 John Finny 

Ho. 56 E. 1st St. , 
Maoon, Ga. 
My Dear Madam, 


J. Blum, Esq. 
Sir: 


Mr. C. R. Harvey & Sons 
226 Frick Bldg., 
Pittsburgh, Pa. 

Dear Sir- 


Mr. A. R . Carpenter 

0/0 A. G. Spalding & Bro., 

379 E. Water St. 

Milwaukee, Wiso. 

Gentlemen: 


Dr. Joseph Miller, LL.D. 
#49 Maine Aven. 

Portland, Me. 
Dear Dr. Miller: 


15 ° 


BUSINESS MAN’S ENGLISH 


Mr. Willson Sayre 
City 


Messrs. Star Packing Co. 


Patterson, H. J. 
Dear Sirs,- 


Dear Sir 


E. B. Wheeler’s Sons 
Roanoke, Virg. 


Attention of Mr. Worthington: 


Dear Sir: 


EXERCISE 


Arrange the following addresses in correct order, supplying 
suitable titles and salutations. You know none of the ad- 
dressees personally. Before writing the addresses determine 
in each case whether the block style or the indented style with 
single or double spacing is more appropriate. 

1. Sigmund Heide, Inc., 456 Michigan Avenue, Chicago, 111 . 

2. A railway express company, your city. 

3. The Green & Haas Chemical Co., 16 Dow Place, N. Y., 
Buffalo. 

4. Seattle, Wash., Room 62, D. B. Greenfield, Central Bldg. 

5. Mary Stevens, Redwood, Cal. (Widow of B. F. Stevens) 

6. Kathryn Munro, Ga., R. D. 2, Hilton. (Unmarried) 

7. Nichols Drug Co., Detroit, 376 Penobscot Bldg., Mich. 

8. Mirror Candies, Mass., 126 Devonshire St., Boston. 

9. Irving Shepard, 56 Fifth Avenue, New York. 

10. The Forster-Dix Co., 78 Main St., Ohio, Youngstown. 

1 1. Eunice Coxe, 1156 Irving Boulevard, Conn., Bridgeport. (Wife 
of Thomas Coxe) 

12. A. Hill & Bro., Iowa, Dubuque, 64 Broadway, Farmers’ Bank 
Bldg. 

13. Martinez y Hermanos, Avenida de Mayo, 842, Buenos 
Aires, Argentina. 

14. Fernandez, Gonzales e Hijos, La Calle 25 de Mayo, Monte- 
video, Uruguay. 

15. Department of Public Works, 265 West 59th Street, Bureau 
of Maintenance, New York City, Municipal Building. 

The body of the letter. Single spacing of lines with double 
spacing between paragraphs is the form most commonly used 
today unless the letter is unusually brief. The shorter the 


LETTER FORM AND ARRANGEMENT 


i5i 

letter, the shorter the lines should be to give the proper side 
margins. 

Paragraphs may be blocked or indented, but one form 
should be followed consistently throughout the letter. In 
any particular letter, all paragraphs, including the first one, 
should begin at a uniform point on the typewriter scale. 

Quoted matter of some length and all tabulated matter 
like the items of an order, should be written on a shorter line 
than the rest of the body. 

Sums of money are almost invariably expressed in figures; 
as, “The price is $4.50, delivered.” 

Abbreviations should be used very little except in tabulated 
matter. Do not abbreviate recW.,a/c,<m/.,C0.,andthelikeinthe 
body of a letter. C.O.D. and f.o.b. are nearly always abbreviated. 

In referring to a letter say, “Your letter of May 5,” rather 
than “of the 5th instant.” Do not say, “Inclose you will 
find my check.” You mean inclosed. 

Do not confuse I and we in the same letter, and do not 
use the salutation, “My dear Mr. Havens,” if the signature 
is to be “The Beaumont Oil Company.” 

Emphasis in the body of the letter may be obtained in 
many ways, as shown in the chapter on Sales Letters. 

Strong opening. A good letter must have a strong opening 
and a strong closing. A well-phrased beginning is half the let- 
ter. An attractive opening with a weak ending means no convic- 
tion, no action, no sale. A weak opening with the strongest kind 
of closing may mean that the letter is not even read. 

The first sentence of a letter has the most emphatic posi- 
tion and should be the strongest, most attractive sentence 
that you can devise. Do not sacrifice such an opportunity 
to impress your reader, by beginning your letter with mean- 
ingless, stereotyped expressions, or with a needless repetition 
of what your correspondent said in his letter to you. Go 
straight to the point in the first sentence. If explanations 
must be made, make them later in the letter. 


152 


BUSINESS MAN’S ENGLISH 


Bad opening sentences 

Your favor 1 of the 
14th inst. 2 rec’d 3 
and contents noted. 4 


Yours 1 of the 30th 
ult. 2 just to hand 5 
and in reply would 
say 6 . . . 


Replying 7 to your 
esteemed 8 favor, 1 
permit 9 me to ad- 
vise 10 you that . . . 


In reply to your 
valued 8 inquiry of 
recent date, 2 we beg 9 
to state 11 that . . . 


Yours 1 of even date 2 
just received, and in 


Criticisms 

1. Your favor or yours, used as a noun, 
should not be made to mean your letter , 
your inquiry, your order, your remittance, 
and the like. 

2. Ultimo, instant, and proximo are 
little used. When used at all, they are 
preferably not abbreviated. For even 
date say today. Recent date is too indef- 
inite to identify a particular letter. Re- 
fer to the letter by month and day with- 
out abbreviation and without -st, -d, or 
-th; as, “Your inquiry of August 7 has 
been received.” 

3. Rec’d belongs in the same class with 
“The Co. has closed its hdkf. factory at 
the ft. of Wash. St. & will have its hdqrs. 
after the 1st prox. in its new bldg, on 
Mich. Ave. Respy yrs, Jno. Wms.” As 
a rule, abbreviations are to be avoided in 
the body of a letter. 

4. Contents noted is meaningless. Avoid 
it. 

5. Just to hand probably means has 
just come to hand. But why mention your 
hands at all? 

6. Would say. The plain English of 
such an opening sentence is, “I received 
your letter. I have read it. Now prepare 
yourself, for I am going to say something 
in reply.” The subject I should not be 
omitted. 

7. Replying is a dangling participle. 
Grammatically it modifies you, the sub- 
ject of permit, but the sense will not allow 
this. 

8. Esteemed favor, valued order, valued 
inquiry , and the like have lost their 
meaning. 

9. Permit me, we beg to state. It is 
nonsense to ask permission to thank 


LETTER FORM AND ARRANGEMENT 


!53 


Bad opening sentences 

reply to same 12 we 
wish to say for your 
information 13 that . . . 


Inclosed herewith 14 
please 15 find check 
for $25.50, for which 
kindly 15 send me as 
soon as possible 16 the 
following articles: 


We beg 9 to acknowl- 
edge receipt of your 
valued 8 favor. In 
re 17 exchange of 
typewriter equipment 
for your office, we 
have to say 18 that . . . 


Herewith 14 we hand 
you 19 our check for 
the balance 20 of our 
October account and 
would state 11 that . . . 


Criticisms 

a customer for a remittance, or to ac- 
knowledge an order. 

10. To advise means to give advice , not 
to inform or to notify. 

11. To state means to say in a formal 
way, to report. Formality is usually un- 
desirable in a business letter. Make your 
letters more like conversation. 

12. Same is not a pronoun. Use it or 
them instead. 

13. For your information. Sure enough. 
What else could it be for? 

14. Inclosed herewith please find. In- 
closed and herewith mean the same thing. 
How foolish to tell your reader twice 
exactly where the check is, and then to 
suggest that he look around to see if he 
can find it anywhere. Say, “We are in- 
closing our check for $25. 50.” 

15. Please, kindly. These are very 
proper words, but they are sometimes 
overworked. Be polite, but don’t overdo 
it. 

16. As soon as possible, at once, by 
return mail. Do not use these expres- 
sions in every letter that you write. 

17. In re is good Latin, but poor Eng- 
lish. Say “In regard to.” 

18. We have to say. Another warning 
that you are about to say something. 
Avoid the expression. 

19. Hand you our check. Is it true? 

20. Balance. Indefinite. Mention the 
exact amount in figures, not words; thus, 
“our check for $43.27.” 


Closing sentence. The participial ending of the letter 
should be avoided. Do not say, “Trusting that we may con- 
tinue to merit a share of your patronage, we are, Yours very 
truly.” Close your letter with a strong declarative sentence 


154 


BUSINESS MAN’S ENGLISH 


that sums up what you have to say, and then stop. The 
closing sentence is treated more fully in the chapter on Sales 
Letters under Impelling to Action, p. 213. 


ORAL REPORT 


The topics given below, will be assigned to different pupils 
who will present their reports to the class at the appointed 
time. 

1. The advantages of the phonograph in dictation. 

2. How letter form has been improved in recent years. 

3. Why the auto truck is now carrying much freight that was 
formerly sent by rail. 

4. How a Chamber of Commerce or a Board of Trade helps a city. 


The complimentary close. The complimentary close and 
the salutation should harmonize in the degree of familiarity 
expressed. Only the first word of the complimentary close 
should be capitalized. The following are the forms of compli- 
mentary close in common use. 


Formal 


Polite; neither 
formal nor 
familiar 

Somewhat famil- 
iar; addressee 
usually known 
to writer 


Very respectfully yours, Yours very re- 
spectfully, Respectfully yours 

Yours very truly, Very truly yours, Yours 
truly 


Very sincerely yours, Sincerely yours, 
Yours sincerely 


Familiar; ad- Cordially yours, Very cordially yours, 

dressee well Yours cordially 

known to writer 


The forms given below are incorrect and should never be 
used: 

And oblige Yours &c Resp’y yrs 

Respectively yours In haste 


LETTER FORM AND ARRANGEMENT 


T 55 


Signature. At the very beginning of your business career, 
you should adopt a signature that will be distinctive and 
at the same time legible and easy to write. A simple form 
is preferable. After you have once adopted a signature, ad- 
here to it even to the minutest detail. The importance which 
business firms attach to distinctive signatures is shown by 
the letter of Miller, Foster & Co. on page 156. 

In writing to a stranger, a woman should sign her name 
in such a way that the recipient will know how to address 
her properly. The following forms of signatures are correct: 

Unmarried woman: (Miss) Frances Proctor 

Married woman: Martha M. Chester 

(Mrs. William Chester) 

Widow: (Mrs.) Grace Peabody 


It is incorrect to use Mr., Messrs., Dr., or any other such 
titles in the signature. The writer’s address should not follow 
the signature, but should be given only in the heading of 
the letter. 


MGH:R 

M.O.D. 2653 


1 


GIMBEL BROTHERS 
By 


2 


UNIVERSAL PORTLAND CEMENT CO. 

WPCrant.-MM Division Sales Manager 

ino. 


3 


A JL/B 


CL%'i<rr^ 

Secretary, Baylls 4 Co. 


4 


Henry Serviss 


Model signatures, identification marks, and inclosure directions 


BUSINESS MAN’S ENGLISH 


J S 6 


MILLER. FOSTER & CO. 

INVESTMENT SECUR1T»ES 
BOSTON. MASS. 


January 1, 1920 


l)ear Sir; 

Wo take pleasure in announcing 
that Ur. Jarvis P. Simpson, Mr. Poster 
Billings, Jr., ana Mr. Anthony FllkinB, 
have this day become members of our 
firm. 

We draw attention to their eigt- 
natures below. 


Faithfully yours 


C'/o. 


Mr. Simpson will sign 


sign 



Mr. Billings will sign 


sign 


/ % 


Mr. Filkine will sign 



A letter showing signatures 



LETTER FORM AND ARRANGEMENT 


T 57 


Particular signature. II in model i and W. P. Grant in 
model 2, on page 155, are called particular signatures. The 
particular signature is used only when the firm name is typed. 
The growing practice of typing the name of the individual 
writer before the signature is added, as in model 4, has the 
merit of insuring legibility. For the same purpose the dictator’s 
full name is sometimes typed instead of his initials, as a part of 
the identification marks at the left, as shown in model 2. 

In some business offices the person who signs the letter is 
also required to initial the carbon copy before it is filed. 

Form of signature — Legal effect. The courts of some 
states have held that a signature like model 3 on page 155, 
followed by a descriptive phrase, such as secretary, manager, 
and the like, binds A. J. Long personally, and not the company. 
Signatures like models 1 and 2 bind the firms, and not the 
individual signers. In signatures like model 2, some courts 
have held that Grant is bound jointly with the company if 
his business title is omitted. 

Identification marks. When there are several dictators and 
stenographers in an office, it is necessary to have some means 
of fixing responsibility for each letter sent out over the firm 
signature. This is done by using initials or figures to in- 
dicate the dictator, and the stenographer or typist. The 
forms in common use are: 


CHJ:P 

lr/m 

SH-B 

FSC :.G: 16 

RPM: 2 

TBA 



27 



ADK. 

ACRorton 

LB 

W 



In model 4, on page 155, the name of the dictator is typed, 
thus making identifying initials unnecessary. 

Inclosure direction. In the offices of large firms, the folding 
and sealing of letters is done by clerks who have had nothing 


158 


BUSINESS MAN’S ENGLISH 


to do with the preparation of the letters. For their conven- 
ience, letters with which inclosures are to be sent have that 
fact indicated just below the identification marks. If there 
is to be more than one inclosure, the number is indicated by 
a figure following the abbreviation; as, Inc. 2. When the 
mailing clerk sees this inclosure direction, he determines from 
the context what the inclosure is to be, unless the direction 
clearly indicates this; as, Inc. Cat. 26. 

Letter punctuation. You should adopt and follow con- 
sistently either the close style or the open style of letter punctua- 
tion. Both styles require a period after every abbreviation 
and a period and a comma if the unabbreviated form would 
have been followed by a comma. The open punctuation 
omits, in the body of a letter, every comma not clearly re- 
quired by the construction, or necessary to make the meaning 
clear. The open style drops all punctuation at line-ends of 
the heading and of the inside and outside addresses, except 
the periods required after abbreviations. The colon after the 
salutation is not to be omitted and a comma often follows 
the complimentary close even when the open style is used. 

Observe that Miss, in re, and the ordinals 1st, 2d, 44th, 
etc., are not abbreviations and should not be followed by a 
period. 

The first impression. The chief aim in writing a business 
letter is to impress your reader, to stimulate him to some 
action favorable to you. You depend principally, of course, 
upon the contents of your letter, but you must not under- 
estimate the other factors that will help in bringing about 
the desired result. If the form and appearance of your letter 
are pleasing, the reader’s first impression will be good and 
you have gone a long way toward accomplishing your pur- 
pose. On the other hand, if the form of your letter is faulty, 
the first impression which the reader gets is almost certainly 
bad, and this bad impression will be difficult to counteract. 
Your letter acts as a personal representative who must be 


LETTER FORM AND ARRANGEMENT 


T 59 


as neat in his dress and appearance as he is careful and dig- 
nified in what he says. 

Styles of letter form. There are two styles of letter make- 
up in common use — the block style and the indented style. When 
the block style is followed, all parts of the letter, including 
the body, are usually blocked; but sometimes the body is 
indented for paragraphs. The official style is reserved for 
communications of a formal nature. Because of its brevity, 
the departmental style is now being widely adopted for com- 
munications between different departments of the same firm. 
The styles here described are illustrated on pages 161-164. 


EXERCISE 


Omitting the body, arrange all other parts of each letter 
called for below in their correct relative positions. Spell 
proper names correctly and be careful of your punctuation. 


Writer, place, and date Addressee 


614 Michigan Av 
W S Burns 
Chicago 111 


Relation of 
writer to addressee 
Mr. Burns is Mr. 
Gardiner’s lawyer. 


1. L S Gardiner 
Jan 7 19 — 

Liverpool Ohio 

2. Reply to No. 1. 

3. Today 
P F Goodier 
New Orleans La 
62 St Joseph St 

4. Reply to No. 3 Metropolitan Hotel Room 164 New York City 

where Mr. Haines is to be for about a month. 


R D Haines with 
Jordon Jeffrey 
& Co 1 12 Beacon 
St Boston Mass 


Mr. Haines is a 
traveling sales- 
man who calls on 
Mr. Goodier. 


5. Yourself as sec- 
retary of the 
Elliott-Gardner Co 
Rochester Minn 
Today 


Goodyear & Haynes 
Minneapolis minn 
106 N 6th St 


You are to build 
a factory. They 
have been recom- 
mended as archi- 
tects. 


6. Reply to No. 5 addressed to the Elliott-Gardner Co., with your 
name as the particular address. 


i6o 


BUSINESS MAN’S ENGLISH 


7. Yourself as Sales 
Manager of Eliot 
Machine Co. 
Your city 
Today ' 


H C Hardin who has 
charge of credits 
and collections in 
same firm 


Well known. You 
use departmental 
form to inquire 
about the credit 
standing of L. M. 
Byrnes 


Placing the letter on the sheet. You will observe that the 
aim in the model letters reproduced is to make the white 
space around the letter serve as a frame for the typed matter 
within. The shorter the letter, the wider this white margin 
may be made. In longer letters the wide margin is obtained 
by using short lines single spaced with double spacing be- 
tween paragraphs. The left margin line should be exactly 
parallel with the paper edge. The right margin line should 
be kept as straight as possible by the careful division of words 
between syllables. The width of the white space at the right 
may equal that at the left, but it should never be greater. 
Use only one side of the paper and arrange long letters so 
that the second sheet, if needed, will have at least two or 
three lines above the complimentary close. Make the second 
sheet uniform with the first in spacing and margins. 

A well placed letter affects the reader favorably even be- 
fore he has read it. You must not lose the advantage of this 
favorable impression by allowing your letter to show strike- 
overs, uneven touch, punctures instead of punctuation, and 
evidence of clogged type. Perhaps nothing detracts more 
from the pleasing effect of a letter than incomplete erasures 
and soiled spots where the moisture of the fingers has caused 
the ink to spread. Erasures may occasionally be unavoid- 
able. If so, they should be deftly and neatly made before 
the correct characters are struck over them. 

It is no easy task to write a perfect letter. You may find 
at first that you will have to type your letters three or four 
times before you produce one that is entirely satisfactory. 
Do not become discouraged in this work, for the very per- 


LETTER FORM AND ARRANGEMENT 


161 


Dobbs Perry, H. Y. , 
April 7, 19--. 


Has8etfc Furniture Co., 
629 Summer Street, 
Boston, Mass. 


Gentlemen: 

In accordance with your quotation of 
April 2, you may send the following goods 
consigned to me at Abnaki Camp, Suwaesett. 
Maine. It is understood that the price 
includes delivery. 

1 Camp Cooking Outfit #16 $78.25 

1 Dining Table, plain oak, 

with 4 extension leaves 24. 

12 Chairs #82 @ $4 each 48. 

You may send your bill to me at Dobbs 
Perry. As soon as these articles have 
been received at the camp, I will send you 
my check. 


Very truly yours. 




» -- — ,-<f. 


Indented style. Notice that each item of the order is given a separate 
line to facilitate checking. Observe also the shortening of the line to make 
the items stand out more prominently. 



162 


BUSINESS MAN’S ENGLISH 


WILSON SPECIALTY CO. 


CANTON. OHIO 


April 10, 19 


Ur. 1. J. Taylor, Secretary 
Celery Growers' Association 
316 South Water Street 
Kalamazoo, Michigan 

Dear Sir: 

In reply to your wire of this morning we have Just 
.sent you the following Western Union message: 

Print name 8 number six tape thousand 
spool lots minimum fifty spools each 
name fifty two cents spool 

These spools contain a thousand yards each and have 
the grower' e name printed every ten inches. The 
red and blue coloring makes a very attractive tie 
for using on your product and the printing acts as 
a business getter' for you. 

The price of fifty-two cents a spool is less than 
we shall be able to ^quote for the same work two 
weeks hence when the rush season is on. The quo- 
tation given will be withdrawn April 20. Let us 
have your order at once. 


Very truly yours. 



BFB-D 


B. F. Barstow 
Manager 


Block style. Probably quite as much used now as the older indented 
style. Notice the typed signature. 



LETTER FORM AND ARRANGEMENT 


163 


THE WHITE HOUSE 

WASHINGTON 


May 13, 1918 


My dear Judge Hughes: 

You have doubtless noticed that very serious 
charges of dishonesty have been made in connection 
with the production of aircraft. 

Because of the capital importance of this 
branch of the military sorvice, I feel that these 
charges should be thoroughly investigated and with 
as little delay as possible, in order that the 
guilty, if there bo any such, may be promptly and 
vigorously prosecutod and that the reputations of 
those whose actions have been attached may be pro- 
tected, in case the charges are groundless. 

I requested the Department of Justice to use 
every instrumentality at its disposal to investigate 
these charges, and, with the approval of the Attor- 
ney General, I am writing to beg that you will act 
with him in making this investigation. 1 feel that 
this is a matter of the very greatest importance, 
and I sincerely hope that you will feel that it is 
possible to contribute your very valuable services 
in studying and passing upon the questions involved. 


Cordially and sincerely yours. 


Hon. Charles E. Hughes 
9 Broadway 

Mew York City 



Official style. Observe the position of the inside address. This style is 
used for formal communications only. 



164 


BUSINESS MAN’S ENGLISH 


CLEVELAND MACHINE TOOL CO. 

CLEVELAND, OHIO 


May 4, 19 — 

S. M. Morton, Sales Manager 
R. T. Kingsley, Production Manager 
Delivery on Cooper Contraot #175 

Give me memo, as to how far work on the Cooper 
lathe oontract has advanced and name the date on 
which delivery may safely he promised. 




Prom: 

To: 

Subject: 


Departmental style. Widely used for house letters. Note the absence 
of salutation and complimentary close. 



LETTER FORM AND ARRANGEMENT 



PEERLESS SUPPLY COMPANY 


SOUTH SAUNA STREET 
SYRACUSE. N V. 

f lurch U. )}.« 


Hr. Henry C. Felohert 

v*rron Center. K. Y. 

Doer Sir* 

four letter of L«roti 10 to the Teraoa A Bullard Cocpany of Boston 
be* t '»«n referred to mo for reply eloce •• bore the etolo er-ncy for 
oil their output. 

»• cannot bo quite euro froa your Inquiry whether you he*# the 
cl4 stylo Champion Incubator, or the roceot c.ud*l. If you will wi*o 
us the number otanpod oo tbe ircnt ol you r Incui/etcr »e *111 oee thot 
you yet tto proper tberooetet eithout doley. 

v fory truly youre. 

HB/D . PeehU.53 SuTPLt COKPAtfT 


PEERLESS SUPPLY COMPANY 


J«S SOUTH SAUNA STREET 


SYRACUSE N Y 


ter oh 12. 19— 


Hr. Henry C, Pelnhert 

Vor ooo Cooter. I. t. 

Doer Sir* 

Your letter or Herch 10 to the Terteu A Bui lord Coopooy of Boston 
hoe beeo referred to ue for reply eiooe »• he*o the etete ereocy tor 
ell tbe i r output. 

•e tenon t be quite eure fro# your Inquiry whether yoo here the 
eld etyle Cbaoplon locubetor. or tre reoeot mudei If you eill pt*e ue 
the number stamped oo tho front of your Incubator, oe will see ttet you 
pet tbe proper thermostat eithout delay. 

vVery truly yours. 

m/a BHEPUSJ 3OTPIY CuHP »BY 

e 


I 


o 


r 


PEERLESS SUPPLY COMPANY 

JIS SOUTH SALINA STREET 
SYRACUSE. N. *1 

terch 12. 19.. 

Hr Henry C helnbeM 

Verooo Center, 0. Y, 

Deer Sir r 

Your lettor of liercti Id to the Terman A Bullard Company of Boetoa 
hat been referred to ut for reply alnco n here tho ttett epeucy for 

all tholr output. 

to oeanot bo Tjulto ture from your Inquiry ehethor yoo bero the old 
ttylo Champion Jnoubetor. or tbo recent scdel. If yoo eilUpire ue the 
number stooped on tbo froot of your Incubator, ee elll eoo that yoo pet 
tho proper thermostat without dolayi 

Very truly youre. 

ra/D y&niuss somv cch?amt 

* 9^ 



PEERLESS SUPPLY COMPANY 


1*1 SOUYH SAUNA STREET 
SYRACUSE N V 

oarer it 19— 

My Henry C Melahert 

Vernon Center. I. Y. 

Deer Sir 

Your letter of Uarcb 10 to tho fermen A 
Bullard CoEpuoy of Boetoa bee been referred to 
us for reply since we here tbe state epenoy for 
ell their output. 

*e cannot be quite ture froa your Inquiry 
•hetber you bare tbe old ttylo Cheap I on Incubator, 
or tbe recent model. If yoo till plee oo the Dum- 
ber tteaped on tbe front of your inoubetor «e elll 
see that you pot tbe proper tberaoelet eithout de- 


ley. 

Very truly youre. 

n/v j 

ftehxesB sum? cotton 


3 4 

* * 

Letter placing. The same letter in four different arrangements. Hold 
the book at arm’s length and observe the pleasing effect of the white space 
around the letter in Figure 4. 


1 66 


BUSINESS MAN’S ENGLISH 


THE CENTURY MILLING CO. 

MINNEAPOLIS, MINN. 


June 17, 19 -- 

Mr. Richard T. Green 
Employment Department 
Travelers Insurance Co. 

Chicago, Illinois 

Dear Mr. Green: 

The young man about whom 
you Inquire ’has much native ability 
and while in our employ proved him- 
self a master of office routine. 

I regret to say, however, 
that he left us under circumstances 
that would not justify our recom- 
mending him to you. 

Cordially yours 


A very short letter, well placed. 


LETTER FORM AND ARRANGEMENT 167 

sistence that you are cultivating will give you a command 
of yourself far superior to that of the ordinary typist. 

Envelopes. Commercial envelopes are usually 3^ or 3% 
inches in width, while the length is commonly 6J4, 63^, or 6 % 
inches for the business size, and 9 or 10 inches for the official 
size. The baronial size, about 4x5 inches, is being widely 
adopted by professional men. The window envelope has a 
transparent section through which the inside address on the 
letter may be read. Such envelopes may be obtained in 
either business or official size and are of great advantage be- 
cause they eliminate the laborious addressing of each envelope 
separately. Besides, when window envelopes are used, it is 
impossible to get a letter into the wrong envelope. Whatever 
style of envelope is adopted, it should harmonize with the 
letter paper and, if possible, should match it exactly. 

A return card should be printed upon the upper left-hand 
corner of the envelope, or upon the flap, to insure the return 
of undeliverable letters which would otherwise be sent to the 
Dead Letter Office at Washington. 

Folding the letter. Care should be taken to learn the con- 
ventional methods of folding letter size paper for the various 
envelopes as explained below. 

For business envelopes. Place the letter on the desk face up with 
the bottom toward you. Fold the bottom edge up to about half an 
inch of the top. Hold the side edges even and crease the fold. 

Fold the right edges of the letter about two-thirds of the distance. 

Fold the left edge toward the right to within about half an inch 
of the crease just made, and crease a third time. 

Take the letter in your right hand with the last fold up and the 
last crease at your left and insert it in the envelope held in your left 
hand face downward with the flap open toward the right. 

For official envelopes. Fold the bottom third of the sheet toward 
the top and crease. 

Fold the top downward nearly to the crease just made, and crease 
again. 


1 68 


BUSINESS MAN’S ENGLISH 


Take the letter in your right hand with the last fold up and the 
last crease at your left and insert it in the envelope held as before. 

For baronial envelopes. Fold the bottom exactly to the top and 
crease. Fold the right edge over to the left edge and crease again. 
This will make the folded letter just one-fourth the original size of 
the sheet. Insert the edge last creased into the envelope first. 

For window envelopes , official size. Fold the bottom up to about 
half an inch below the last line of the inside address, and crease. Fold 
the top backward to the crease just made, and crease again. Insert 
the letter in the envelope so that the inside address may be seen 
through the window. 

For window envelopes , business size. Fold as for official window en- 
velopes and then turn the right side backward to make the letter fit 
the length of the envelope. 

Addressing envelopes. The specimens reproduced show 
how addresses should be placed on the envelopes. The typed 
matter should be fairly well centered from right to left and 
no part of the address should appear above the middle of 
the envelope. Unless there are more than three lines, it is 
customary to type the address in double space. 


Little Things That Make a Letter Perfect 

Centering. Make the right and left margins equal and have as much 
white space below the letter as at the sides. 

Even margins. Keep the right margin line almost straight by careful 
division of words at the end of lines. 

Even touch. Try to make all the letters of a word equally dark. 
Examine the back of your letters for punctures. 

Even line spacing. Do not allow the paper to slip. 

Correct spelling. This includes all proper names. 

Uniform indention. In any given letter make all paragraphs begin 
at the same point on the scale. 


LETTER FORM AND ARRANGEMENT 


169 


Uniform punctuation. Use either the open or the close style but do 
not mix styles. 

Neat typing. Avoid dropped letters, wrongly struck letters, strike- 
overs, incomplete erasures, and evidence of unclean type. 

A signature that is businesslike and legible. 


Messrs* Hinckley & Carmlohael 
116 Boyleton Street 
Boston. llase* 


Mr. Allan Lav 

Rural Route 3' 

Nashua, 0, 3. 


Mr, filohard P. Barnet. 
Haamondeportj 
a. Y. 


Hies Clara V. Holt. 
Bellefonte . 

Contor County, 

Pennsylvania 


Mrs. Vernon Rede, 
c/o w. C. Dodd. 
1443 Clark Street. 
Jacksonville. Fla. 


Honorable F. C. Hlckt.«^ 
House of Representatives 
Washington. D. C. 


Mr. James 1. Morrison. Seoretary 

national Association of Wholesale Lumber Dealers 
Seattle Washington 


Outside addresses— indented and block styles. Observe that in no 
case does the first line of the address come above the middle of the 

envelope. 




170 


BUSINESS MAN’S ENGLISH 



Mr. W. F. Vail 

Chief, Accounting Division 

D. L. & W. P. R. 

90 West Street 
Hew fork City 



Ur. H. H. Reads 
Superintendent of Construction 
Thompson-Starrett Co. 

Camp Dpton, New York 

Introducing 
Howard M. Allen 


Difficult addresses, well arranged. Other expressions like “Please For- 
ward,” “General Delivery,” “Attention of . . .,” take the same position as 
“Introducing Howard M. Allen.” 


CHAPTER XIII 


THE SIMPLER TYPES OF BUSINESS LETTERS 

Letters of inquiry. When you are writing for information 
of any kind, put your questions so clearly that your corre- 
spondent cannot fail to understand what you wish to know and 
cannot well give you less information than you are seeking. 
Letters of inquiry offer an excellent field for the practice of 
clearness in writing. It is not enough to write a letter that 
can be understood; you should write one that cannot be 
misunderstood. 

If the inquiry covers several points, each point should be 
separately paragraphed. The first sentence of the paragraph 
should state the question and should be followed by any 
necessary explanatory matter. 

Do not close your letter of inquiry with the participial 
phrase, “Thanking you in advance. . . Say, “I shall ap- 
preciate your prompt reply to this inquiry.” If the reply 
benefits you alone, it is best to write a letter of thanks after 
the reply has been received. 

Letter of Inquiry 

Charleston, W. Va., Jan. 21, 19 — 

Marlborough Paper Co. 

29 Beekman St. 

New York City 
Gentlemen: 

Do you advise the immediate purchase of next year’s supply 
of news stock? As you know, we have usually laid in a stock of 
some six or eight tons at this time of the year. We still have 
enough to carry us till midsummer. 

What is the trend of the market on glazed stock and tinted 
171 


172 


BUSINESS MAN’S ENGLISH 


papers? Do you advise heavy purchases at this time or only 
enough to cover immediate needs? 

Very truly yours 

Hanson Printing Co. 

Inclosing postage. Some business men ignore inquiries 
which benefit the writer only, unless a stamp is inclosed. 
Some firms assert that it costs them more to keep track of 
addressed stamped envelopes than the postage amounts to. 
In writing to a large firm, the loose stamp folded into the 
letter is probably better than the addressed stamped envelope, 
because the stamp does not have to follow the inquiry; it 
can be used for any letter. It is a safe rule to inclose a 
stamp if the reply will benefit you alone, and to omit the 
stamp if the inquiry may lead to business relations by which 
your correspondent will profit. When in doubt, inclose a 
stamp, but do not attach it to your letter. 

Handling the inquiry. When a firm has succeeded, through 
advertising or otherwise, in obtaining inquiries from prospec- 
tive customers, it should see that these inquiries are handled 
in a way that will produce the maximum number of favor- 
able replies. If a catalog is asked for, the mailing of the 
catalog might be considered sufficient reply, but progressive 
firms use this opportunity to write a real sales letter. (See 
chapter on Sales Letters). 

If the inquiry may lead to a business transaction of finan- 
cial benefit, you should send your answer the day the inquiry 
is received. If the inquiry calls for an estimate which will 
require several days to prepare, acknowledge receipt of the 
inquiry and indicate a date on which you will send the es- 
timate. It is not good practice to set a date that you know 
to be too early. 

In reply to an inquiry that is not altogether clear, do not 
make the mistake of saying discourteous things. If the in- 
quiry may be interpreted in one of two ways, answer it so 
as to meet both interpretations. If you must have a more 


THE SIMPLER TYPES OF BUSINESS LETTERS • 173 


definite inquiry before answering, ask for it courteously and 
promptly. The letter on page 179 is a good example of such 
an answer. 

A form letter may be devised to answer inquiries that 
come in, in great numbers, asking about the same thing, 
but such a letter should not be used as a reply to a letter 
which asks for other information. In such a case a personal 
letter should be sent in reply. 

Quotations. Letters giving prices should be written with 
great care, for an error in quoting a price may easily cause a 
firm to lose money or to miss a profitable sale which a cor- 
rect quotation would have effected. There should never be 
any doubt as to whether or not the price quoted includes de- 
livery. In giving prices to new customers, it is always best 
to mention the terms of payment, so that there can be no 
misunderstanding. 


EXERCISE 

Write the following letters of inquiry making sure that 
you cannot be misunderstood. When you are inclosing a 
stamp, mention that fact in your letter. 

1. Write to some real firm, asking for a catalog or booklet which 
they offer in their advertisement. 

2. Write to a former school principal, or teacher, asking if you 
may use his name as a reference in applying for positions by letter. 

3. Write to Willard Pyne, a caterer living in a nearby city, ask- 
ing his price for providing a banquet which the alumni of your 
school are considering. Be sure to give all the information he will 
need. 

4. Write to James B. Wellever, of your place, asking if he still 
has the typewriter which he wished to sell. Get his price. 

5. Write to New York University, inquiring about the courses 
that prepare one to take the examinations for the C. P. A. degree. 
Address your letter thus: The Secretary, School of Commerce, Ac- 
counts and Finance, New York University, Washington Square East, 
New York City. State explicitly, in tabular form, the high school 
or business college courses you have taken, the number of weeks you 


174 • 


BUSINESS MAN’S ENGLISH 


took each subject, and the grade or mark you received in each. In- 
quire whether or not you meet the entrance requirements. 

6. Your company, Merwin Bros. & Fiske, whose factory is in your 
city, has received an inquiry from Mrs. Bruce Patterson, 126 High 
Street, Paterson, N. J., asking you to quote prices on your Imperial 
Vacuum Cleaner, styles A and D. Write her, explaining that Camp- 
bell & Davies, 429 Broad St., Newark, N. J. have the state agency 
for New Jersey and informing her that they will be pleased to quote 
prices direct. 

7. Write to Campbell & Davies, telling them of her inquiry. 

8. Write their letter to Mrs. Patterson. Begin by saying, “Your 
inquiry, sent to Merwin Bros. & Fiske, regarding Imperial Vacuum 
Cleaners has been referred to us as state agents for New Jersey.” 
Quote style A at $37.50 and style D at $52.00. Tell her she can see 
these machines in operation at the store of Sheppard & McDonald of 
her city. They will be pleased to take her order at the prices quoted. 

ORAL REPORT 

Come to class prepared to explain clearly and fully what 
the following expressions mean, how they are used, and when. 

f. o. b. Chicago (the shipper’s city) 
f. o. b. your city 
f. o. b. cars factory 

Letters ordering goods. A letter ordering goods should be 
prepared with the greatest care. A misunderstood order is 
almost sure to cause delay and may cause financial loss or 
involve the writer in legal difficulties. Never send out an 
order without re-reading the letter to see if you have said 
exactly what you intended to say. 

Essentials of an order. The items of an order should be 
tabulated, each item being on a separate line. It is important 
in an order to state 

1. The number of pounds , yards, dozen, etc. of each article. Use 
figures here always; as, 

6 gro. Dixon’s Metropolitan Pencils, No. 972 

2. Catalog number. If this is not possible, give size, color, style, 
finish, quality, material, and weight. Do not omit any item of de- 


THE SIMPLER TYPES OF BUSINESS LETTERS 175 

scription which will aid in identifying the article. In some cases it 
is well to state for what the article is wanted; as, 

400 ft. Matched Lumber for Porch Floor 

3. Method of shipment, unless this is well understood by both buyer 
and seller. 

4. Destination of shipment. This should be clearly stated if dif- 
ferent from the writer’s address. 

5. Desired date of shipment. 

6. Method of payment, unless you are a regular customer and have 
a well understood method of payment, such as settlement by check 
on the 10th of the month following shipment. 

7. Order number. This is necessary only in the case of business 
houses doing a large volume of business. 

8. Price of each article. This should always be stated if there is 
any doubt as to the price at which any of the articles are to be fur- 
nished. 

Order blanks. When order blanks are furnished, it is best 
to write your order on them. An unfilled space will then 
indicate any required information that you may have omitted. 

EXERCISE 

1. Order from a catalog which you have, or from a department 
store advertisement, at least four articles. Indicate your method of 
prepayment. 

2. You are away from home. Order a camera from your home 
dealer. Describe the camera carefully and give shipping directions. 

3. Renew your subscription to a magazine. Use a real address. 

4. Order an electric iron, style M, from The Moses Barbour Co. 
in your nearest large city. Inclose check used in payment of the 
price, $7.25. 

Remittances. A letter accompanying a remittance is not 
different in form from other business letters. The amount 
of the remittance and the form in which it is sent should be 
stated. The letter should also indicate bow the remittance 


iy6 


BUSINESS MAN’S ENGLISH 


is to 'be applied to the debt. The debtor, for example, who 
owes a firm on a note and also on a book account has the 
right to specify whether the payment shall be credited on 
his note or on the book account, or divided between the two. 

The creditor should acknowledge receipt of a remittance 
unless it is in the form of a check. In this case the canceled 
check is sufficient receipt. 

Methods of remitting money. Study the following com- 
mon forms of remittance, noticing what the advantages of 
each form are to the sender and to the receiver. 


Method 

Stamps, coin, 
bills 

Advantages 

No fee; convenient 
for small amounts 

Disadvantages 

No receipt; sender’s 
risk; gum on stamps 
may adhere 

Personal check 
(probably most 
common method) 

No fee; convenient 
for remitter, usu- 
ally for payee; safe; 
sender gets receipt 
and history of whole 
transaction 

Sometimes collection 
fee and identification 
required 

Personal check 
certified 

Like personal check; 
easily cashed; bank 
responsible; much used 
for large sums; certi- 
fication usually free 

Like personal check; 
sender must go to his 
bank for certification 

Bank draft 
(drawn by one 
bank on another) 

Like certified check; 
fee sometimes required; 
commonest method 
for large amounts; no 
collection fee; N. Y. 
draft cashed anywhere 

Sender must go to 
bank; must pay fee to 
bank usually; no re- 
ceipt; bank has his- 
tory of transaction 

Cashier’s check 

Like bank draft; bank 
responsible as in bank 
draft 

Like bank draft 


THE SIMPLER TYPES OF BUSINESS LETTERS 177 


Method 

Postal money 
order (at most 
post offices) 

Advantages 

Safe; government re- 
sponsible if order is 
lost; receipt; no col- 
lection fee; cashed 
at any money order 
post office; issued 
or cashed through ru- 
ral carriers; cashed 
or deposited at bank; 
identification not 
usually required 

Disadvantages 

Fee charged for 
issuing; only one 
indorsement permit- 
ted (bank stamps not 
considered indorse- 
ments) ; post office 
has history of trans- 
action; no P.M.O. for 
over $100 

Express money 
order (at ex- 
press offices) 

Safe; express company 
responsible; receipt; 
cashed at express 
offices or at bank; no 
collection fee 

Fee on small sums 
higher than on 
P.M.O.; sender must 
go to express office; 
express company has 
history of transac- 
tion 

Registered 

letter 

Safe; government re- 
sponsible up to $50; 
cheaper than P.M.O. 
for over $20; deliv- 
ers actual cash; re- 
ceipt to sender; ru- 
ral and city carriers 
may register 

Post office has history 
of transaction; identi- 
fication usually re- 
quired 

Telegraph 

Quick; safe; receipt 
to sender 

Extra cost; fee plus 
message cost; sender 
must go to telegraph 
or express office; iden- 
tification required 


EXERCISE 



What are the best methods of sending money in the follow- 
ing instances? Consider the convenience of both the sender 
and the receiver, but particularly that of the receiver. 


i7« 


BUSINESS MAN’S ENGLISH 


1. Sender: Mrs. Wood, a wealthy woman living in your city. Re- 
ceiver: John Wanamaker, New York. Amount: $84.00. 

2. John Wanamaker wishes to send Mrs. Wood a refund of $18.75 
for a waist returned. 

3. A hardware dealer of your city wishes to pay to H. & A. S. 
Maltby of Chicago $692.18 for hardware recently received from their 
state branch. 

4. You wish to order a typewriter ribbon and send one dollar in 
payment. 

5. B. A. Gregory lives on a rural mail route, ten miles from a vil- 
lage. How would you send him 62 cents? $25.00? 

6. What would be his most convenient method of paying you 48 
cents? $18.00? 

ORAL REPORT 

1. Explain fully how a postal money order is obtained. Get from 
your post office an application blank to show to the class. 

2. Explain how you would get a check certified, and under what 
conditions it would be used. Using fictitious names on a real check 
blank, show just how a certified check appears. 

3. Bring to class a New York draft together with all papers neces- 
sary to purchase it. Explain just how you would obtain it. (Pupils 
living near some other great commercial center may use a draft on 
that city instead of New York.) 

4. Explain to the class what is meant by sending goods on approval; 
C.O.D.; C.O.D. with privilege of examination. 

Acknowledging orders. All orders should be acknowledged 
immediately except when the amount involved is very small, 
or when the goods will be delivered about as soon as a letter. 
Large firms endeavor to make tracing easy by including in 
their acknowledgment some such phrase as “If further corre- 
spondence is necessary regarding this shipment, please refer 
to order No. B643.” 

If only a part of the items ordered can be shipped at once, 
that part should be sent and an explanation should be made 
by letter regarding the delayed part of the order. If ship- 
ment of the whole order must be delayed beyond what could 
reasonably be expected, the letter of acknowledgment should 
indicate the probable date of shipment. 


THE SIMPLER TYPES OF BUSINESS LETTERS 179 


Retaining good will. In case the order is not sufficiently 
explicit, the shipper should write most tactfully for additional 
information. Even if the order is small and the writer of 
the letter is apparently without business training, the seller 
must not assume that the man’s good will is not worth re- 
taining, for many a firm can point to some of its best cus- 
tomers whose first orders were almost too small to be troubled 
with. 

A Poor Letter 

Dear Sir: 

We can’t fill the order that you recently sent us. We are 
no mind readers and you did not specify what color of shoe you 
want — black, tan, or ox blood. 

Hereafter when you make out an order for goods by mail, 
be sure to give all the information needed in filling the order 
and thus save yourself unnecessary delay in getting the goods. 

Very truly yours, 

This letter “rubs the fur the wrong way,” and will cause 
resentment instead of securing the good will of the buyer. 
Compare the tone of this letter with that of the letter which 
follows: 

A Better Letter 

Dear Sir: 

We are much pleased with your order of April 9 and are now 
preparing it for immediate shipment. 

Since most of our shoe orders are for the very popular ox blood 
color, we assume that this is what you desire, but rather than 
put you to the inconvenience of returning the shoes because of 
an error in shipment, we are writing to make sure before we 
ship the goods. All the other items are in stock and ready for 
shipment as soon as we receive your letter. 

We hope you will be so well pleased with this order that we 
may have many more from you and your friends. 

Very truly yours, 

Observe that this letter does not mention that any mis- 
take was made by the man who ordered the shoes. In fact, 


i8o 


BUSINESS MAN’S ENGLISH 


it carries the idea that any mistake which might be made in 
filling the order would be the fault of the shipper. 

EXERCISE 

1. Peter Mueller, of a nearby small town, has sent you the fol- 
lowing order. He is an old customer and his credit is good. 

1 Painter’s Torch, brass, size 6 

2 Paint Knives, 4 in. 

6 boxes Glazier’s Points 

3 Metal Brushes, 8 in. 

Acknowledge his order and tell him you will send all the items at 
once except the brass torch which you are ordering to be sent to him 
direct from the factory. 

2. Write a letter regarding this torch to the Eclipse Lamp Co., 
Green Bay, Wis. Have it sent to Mueller direct. 

BIBLIOGRAPHY 

Effective Business Letters, E. H. Gardner, The Ronald Press Co. 


CHAPTER XIV 


CREDITS AND COLLECTIONS 

Credit problems. The surest way to make collection easy 
is to be cautious in the extension of credit. It goes without 
saying that there should be prompt and positive refusal of 
credit to those who are dishonest or who are known to have 
been repeatedly unsuccessful in business ventures. But this 
is only the most elementary of credit problems. How shall 
the manufacturer treat the jobber who asks for credit? What 
shall the jobber do with a good-sized order which has just 
come in from a retailer about whom he knows nothing? How 
shall the department store or the small retailer handle a pro- 
spective customer who wishes to open a charge account? 
What shall be done in the case of a wealthy man who is 
known to be slow in paying his bills? It is the answering of 
these and many similar questions that makes it necessary for 
large firms to employ a specialist known as a credit man. 

Credit information. Manufacturers and jobbers obtain 
information regarding the responsibility of a prospect from 
the following sources: 

Credit rating books, such as Dun’s or Bradstreet’s 

The financial statement submitted by the prospect at the request 
of the seller 

Inquiries made by salesmen 

Letters from references given by the prospect 

Letters from banks, attorneys, and others in reply to inquiries made 
by the seller 

Retailers are usually able to see the prospect and to obtain 
through personal inquiry a fairly accurate idea of his reliabil- 
ity. Department stores depend largely upon the replies to 

181 


182 


BUSINESS MAN’S ENGLISH 


questionnaires sent to references and to firms with which the 
prospect has had credit privileges. One large New York de- 
partment store, for example, uses the following inquiry form 
in writing to references given by the prospective customer: 

GIMBEL BROTHERS 
Credit New York 

Office 


desires to open an account with us and refers to you. If you 
will kindly inform us as to his financial standing, reliability, and 
reputation for paying bills, we shall greatly appreciate the favor. 

Very truly yours 

Gimbel Brothers 

Kindly reply on the back of this sheet. 

Study the following letter with great care, observing how 
cleverly the tone of the letter veils the positive refusal to 
ship the goods on account, until the satisfactory credit stand- 
ing of the customer has been established. 

Dear Sir: 

We thank you for your order of October 24 for six kitchen 
cabinets, enamel lined. We have these cabinets in stock and 
are ready to ship promptly. 

We find, however, upon investigation that we have not had 
the pleasure of filling orders for you before. Following our usual 
custom when opening a new account, we are asking you to give 
us, as references, the names of three or four firms with which you 
enjoy credit privileges. We also ask you to fill out and return 
the financial statement form which we are inclosing. The in- 
formation so given will be considered- strictly confidential. 

Upon the receipt of satisfactory information, we shall be pleased 
to ship the kitchen cabinets without delay. We hope that this 
may be the beginning of very pleasant business relations between 
us. 


Yours very truly, 


CREDITS 


183 


Limiting credit. After an account has been opened with a 
new customer, it is the business of the credit man to see that 
charges are not allowed to accumulate to an extent not justi- 
fied by the credit standing of the purchaser. The greatest 
tact is required to decline a large order and yet retain the 
good will of the buyer. Here the credit and collection de- 
partment and the sales department should work in conjunc- 
tion, the object being to get money for previous sales before 
permitting new charges to be entered on the books. The 
general prosperity of the neighborhood and the fire protection 
afforded sometimes enter into the extension or limitation of 
credit. 

Terms of credit. Business custom has much to do with 
fixing the terms of credit. Different lines of business have 
different methods. Terms of payment vary from spot cash 
to twelve months’ time; the tendency is, however, to do away 
with long terms of credit. A few typical terms of credit are 
shown below. 


Business 

Mail Order House 
Flour and Feed, 
wholesale 
Coal, wholesale 

Lumber, wholesale 


Drugs, wholesale 
Department Store 
Charge Account 
South American Ex- 
port Trade 


Usual terms 

Cash with the order 

Bill of lading with sight draft attached 

Payment on the 10th of the month fol- 
lowing shipment; freight allowed 
Two per cent in 10 days, net 30 or 60 
days (2/10, n/30 or n/60); freight 
allowed 
1/10, n/30 

Monthly settlement 

Twelve months or more for settlement 


COLLECTIONS 

Twofold aim of collections. When the terms agreed upon 
have not been met by the purchaser, the real problem of 


184 


BUSINESS MAN’S ENGLISH 


collection begins. Strange as it may seem, getting the money 
is not the hardest part of making collections. Except when 
a customer’s patronage is no longer desired, the problem of 
the collection department is twofold: 

1. To get the money 

2. To retain the customer’s trade 

Getting the money promptly without giving offense requires 
the highest type of skill in letter writing. Possibly in no 
other phase of business is the money value of suitable tone 
so clearly shown as in collection letters. Even when a cus- 
tomer is to be dropped from the credit list, tactless collection 
methods should be avoided. Unfriendly customers do a firm 
no good, and may do it much harm. 

The number of letters. No two firms, even in the same 
business, have exactly the same collection policy. A manu- 
facturer would send fewer letters to a wholesaler before tak- 
ing legal action than a retailer would send to one of his de- 
linquent customers. Fewer letters would be sent to a doubt- 
ful debtor than to one whose credit is unquestioned. No 
rule can be laid down as to the number of letters to be sent; 
it depends upon circumstances and upon the character of 
the debtor. 

The interval between letters. The more urgent the case, 
the briefer should be the interval between letters and the 
sooner you should put the matter into the hands of an at- 
torney for collection by legal process. 

There is no agreement among business men regarding the 
time that should elapse between the letters of a collection 
series, but it is commonly recognized that a business house 
should pursue a reasonably consistent policy toward all debtors 
of the same class. The accompanying table will give you 
some idea of how statements of account and collection letters 
may be timed for three important classes of debtors. 


COLLECTIONS 


185 



Buyer of 

Buyer of 

Buyer of 

Doubtful Credit 

Date of sale; invoice 

Good Credit 

Highest Credit 

sent. Terms: 2/io.n/3o 

June 10 

June 10 

June 10 

Statement of account 
Statement of account 
Statement with 

July 1 

July 1 

July 1 

Aug. 1 

printed reminder 
Statement with 
printed reminder 

July 15 

Aug. 1 

Sept. 1 

Oct. 1 

Letter reminder 

Letter asking for ex- 

Aug. 1 

Sept. 1 

Nov. 1 

act date of payment 

Aug. 10 

Oct. 1 


Letter — urgent 

Aug. 20 

Oct. 15 

Dec. 1 

Letter — more urgent 
Letter suggesting a 


Nov. 1 

Jan. 1 

sight draft 

Letter threatening 

Aug. 30 

Nov. 15 

Jan. 15 

legal action 

Sept. 10 

? 

? 

Legal action taken 

Sept. 20 

? 

? 


You are not to suppose that the time intervals here given 
are always used. The table is intended to be merely sugges- 
tive. Observe that the account became due on July 10, and 
that in the case of the buyer of doubtful credit, the period 
allowed to elapse before legal action was taken was about 
two months. Many firms would allow “good” accounts to 
run much longer than this before putting them into the 
hands of an attorney for collection. 

The varying tone of the letters. More important than 
the number of collection letters or the intervals between them 
is the tone of the letters. The series should begin with a 
mild reminder of the unpaid account and the follow-up letters 
should become progressively more urgent until the climax is 
reached in the last letter. 

The rapidity with which your letters to a delinquent cus- 
tomer progress toward the climax depends upon many factors, 
among which may be mentioned: 


i86 


BUSINESS MAN’S ENGLISH 


1. Whether his purchases are large or small 

2. Whether his credit is gilt-edged or doubtful 

3. Whether his business is thriving or declining 

4. Whether he is habitually slow in paying his bills 

The greater the volume of a customer’s business with you, 
the more lenient you can afford to be with him unless he is 
given to letting his bills run overtime. The chart giving the 
intervals between letters shows also the extended use of the 
statement of account in the case of desirable customers. The 
letter reminders should be milder in tone than those sent to 
smaller buyers. You ought always to bear in mind, however, 
that the small buyer of today may be the heavy buyer of 
tomorrow. 

If you have information that a man is in serious financial 
straits, getting the money is of first importance, retaining his 
trade is a minor consideration. A tone of greater severity 
would be adopted in letters to such a customer. 

The printed reminder which sometimes accompanies the 
statement of account is intentionally as impersonal as possible. 
The fact that it is printed shows that it is a part of the 
regular routine of the office. Even the most sensitive cus- 
tomer has, therefore, little reason for feeling offended. The 
following form may be used: 


We wish to call your attention to the inclosed 
account which is now past due. We shall ap- 
preciate a prompt remittance. 

Peerless Supply Co. 


COLLECTIONS 


187 


Study the following collection series carefully, observing how 
the letters shade from mildness to severity in tone. Notice 
also the comparative length of the letters. 


Dear Sir: 

Friendly; con - We are writing to call attention to your account 

versational in of $162.56 which is now overdue. May we have 
tone. your check for this amount by August 20? 


Sound business 
argument. 
Appeal to cus- 
tomer's self- 
interest. 


It is only by the quick reinvestment of our 
money that we are able to make our prices so 
attractive. Your prompt payment of this account 
will mean better service and better prices for you 
in the future. 


Sales talk 
shows you still 
have confidence 
in him. 


Goes straight 
to the point. 

Shows appre- 
ciation. A 
remittance 
expected — • 
not a belated 
complaint. 

Suggests an 

immediate 

settlement. 


Plain state- 
ment of fact. 

Recalls pleas- 
ant business 
relations. 


We are now showing some advance designs in 
spring and summer dress goods which we want 
you to examine before you place your order for 
next season. They are unusually good offerings 
and the prices are right. 

Very truly yours, 


Dear Sir: 

Your account of June 10 still remains unpaid. 

We appreciate the business you have given us, 
and we believe our goods, our service, and our 
prices have been most satisfactory to you. Our 
business policy requires us to keep our money 
active. That’s the secret of our remarkable 
offerings. 

Your check for $162.56 clipped to this letter 
will be the simplest kind of answer. Let us have 
it. 

Yours very truly, 


Dear Sir: 

Your account of June 10, for $162.56, is now 
nearly three months overdue. 

Your usual promptness in making payment' ac- 
cording to terms makes it difficult to understand 
your present attitude. 


1 88 


BUSINESS MAN’S ENGLISH 


Meets the is- 
sue squarely. 


Let us know definitely when we may expect 
settlement. 


Very truly yours, 


Calls attention 
to previous 
letters which 
may have mis- 
carried. 


Dear Sir: 

Our records show that we have written to you 
three times in regard to your unpaid account of 
June io, and that no reply has been received from 
you. 


Gives oppor- 
tunity to 
avoid the draft. 


Emphasizes 
the time the 
account has 
been running. 


Unless we hear from you before September 25, 
we shall draw on you for the amount due. Your 
remittance direct, however, is much preferred. 

Yours very truly, 

Dear Sir: 

Your account of June 10, due by its terms not 
later than July 10, has not been paid, and no 
attention has been given to the several statements 
and letters which we have sent you. 


Hints at extra 
costs. Warns 
him what to ex- 
pect. 


We have no desire to cause you unnecessary 
trouble and expense, but unless this account is 
paid before October 10, we shall be compelled by 
your inaction to put the matter into the hands of 
our attorney for collection. 

Very truly yours, 


Possible results. If the tone of your collection letters is 
what it should be, the whole series of follow-ups will be needed 
in comparatively few cases. At any point in this collection 
routine the debtor may 

(a) Pay the account in full. This calls for a letter of ac- 
knowledgment. If he shows anger at having been 
“dunned,” your letter should aim to mollify his anger. 

(b) Make a part payment. Your reply should acknowledge 
the amount paid and should inquire when the balance 
will be paid. It is poor business policy to press an 
honest debtor who is doing the best he can. 

(c) Claim that the bill is not correct. If he is right, acknowl- 
edge your error frankly, correct it, and ask for an early 


COLLECTIONS 


189 


remittance. If he is wrong, assume that he is honest 
in his belief and send him a duplicate of the original 
invoice to convince him of his error. 

(d) Claim that the hill is paid. A statement of purchases 
and payments will probably disclose his error. If, by 
any chance, he is right, your reply must be very tactful. 

(e) Request an extension of time. You may grant or deny 
such request, or offer to take a short-time note which 
you can use at the bank. 

(f) Maintain silence. You can then do one of two things: 
see the man personally, or pass the account to an at- 
torney for collection. 

General suggestions. Reminders of indebtedness should not 
be written on postal cards. The loss involved in a single vio- 
lation of the law of libel would pay the postage on many 
sealed collection letters. 

Do not assume a begging attitude. You are asking for 
something which belongs to you — not for charity. 

Avoid the unnecessary argument that “we have a number 
of heavy bills to meet.” 

Be prompt. Slackness in requesting payment will lead to 
slackness in payment. 

Time your collection letters carefully. Most people are 
honest and will pay if they have the money. 

Do not suggest that your debtor is unable or unwilling to 
pay. If either is true, he knows it better than you do; if 
untrue, it places you in a bad position. 

Use great care in stating the amount of the debt. An 
understatement in a letter would probably bar recovery of 
the correct amount. 

Do not make threats that you cannot carry out. 

Do not offend a good customer if you can avoid it. . Getting 
a new customer will cost you more than keeping the old one. 

The retailer cannot have so definite an understanding re- 
garding the settlement of accounts as the wholesaler has. The 


BUSINESS MAN’S ENGLISH 


190 


latter is dealing with men of business who appreciate the 
value of good credit standing, while the former must adapt 
his collection method to the individual he is dealing with. 

If form letters are to be employed, the same form should 
not be used for more than one month, otherwise the same 
letter might go twice to a single customer. 


EXERCISE 

1. H. B. Enright, of your city, gave you a 60-day note for $62.19 
payable at The Citizens Bank. The bank today notifies you, as in- 
dorser, that the note has been formally protested and that the pro- 
test fees are $1.50. Write Mr. Enright a strong letter insisting that 
he pay the note and protest fees at once. 

2. Ellsworth Waldorf, a wealthy man, sends you his check for 
$27.18 in reply to your statement with printed reminder inclosed. 
He writes a letter showing impatience at your dunning him. Ac- 
knowledge receipt and try to show him that no offense was intended 
and that his account was in fact considerably overdue. 

3. Frank R. Stafford, hardware dealer, of Flint, Mich., owes The 
Detroit Hardware Co., Detroit, Mich., $647.00 for sheet metal bought 
April 11, on 30 days’ credit. A fire totally destroyed his store and 
contents on May 5. Write such a letter as Stafford might send to 
The Detroit Hardware Co. asking for an extension of time. 

4. As credit man for The Detroit Hardware Co., you learn that 
Stafford is to receive his insurance money on August 1. Write a 
suitable collection letter. 

5. Owen & Miller of the Eclipse Auto Repair Shop, 622 16th St., 
Denver, Colo., bought of your firm, The Auto Supply, Poplar and 
Seventh streets, St. Louis, Mo., $1,480 worth of Ford auto bodies on 
March 18, terms 30 days net. It is now May 8 and they have not 
yet settled their indebtedness. You learn that they are trying to 
sell their garage business. How would you proceed to collect the 
debt? 

6. Explain why retailers sometimes send a personal representative 
rather than write letters to collect overdue accounts. 

7. Find out, by inquiry, on what terms goods are usually sold to: 


plumbers 
newsdealers 
retail druggists 
retail jewelers 


retail clothing dealers 
retail cement dealers 
retail cigar dealers 
retail stove dealers 


COLLECTIONS 


191 


8. In which of these eight lines of business do the wholesalers 
employ traveling men? 

9. How does the question of whether or not traveling salesmen 
are employed affect the method of collecting? 

10. Which appeals to you as being neater and less likely to give 
offense — the stamping of a statement “Past Due — Please Remit” 
or the printed slip inserted with the statement? 

ORAL REPORT 

Be prepared to give, before the class, an oral report on the 
topic assigned to you from the list below. 

1. The installment plan of payment. 

2. How to garnishee a debtor’s wages. 

3. How a mechanic’s lien can be used by lumber dealers for ma- 
terial supplied, by carpenters for wages, and by plumbers for work 
done. Where must such a lien be filed and within what time? 

4. How the statute of limitations affects collections 

(a) on book accounts 

(b) on notes 

(c) on mortgages 

5. Why a note is preferable to a book account if legal action is 
to be taken. 

6. Explain the use and the advantages of the trade acceptance. 

EXERCISE 

As secretary of the Ajax Manufacturing Co., of your place, 
write collection letters suitable for the following: 

1. Ernest K. Nicolls, of a nearby place, bought a $75 stove agree- 
ing to pay for it when he received his salary check. He has failed to 
meet his obligation. (He earns $150 a month.) Write him a letter. 

2. Mrs. Sara Reis, of your city, has paid no attention to your bill 
of $62.50, for furnace repairing done two months ago. Write her. 

3. Write a suitable second letter to Mrs. Reis, dated three weeks 
after the first one. She has a small income sufficient to enable her 
to pay this bill. 

4. Write a suitable second letter to Mr. Nicolls, dated two weeks 
after the first one. 

5. Consult the table given for timing collection letters and suggest 


192 


BUSINESS MAN’S ENGLISH 


when mention should be made of possible legal action in the case of 
Mr. Nicolls. Write such a letter. 

6. Mrs. Reis writes that the furnace doesn’t work any better than 
before and that she expects you to do something. The fact is you 
called her attention to a defect in the chimney when you repaired 
the furnace. Write a suitable letter. 

EXERCISE 

You are in charge of collections for a large firm, The Im- 
perial Supply Co., of Trenton, N. J. Under date of May 12, 
write to each customer named below, the first letter of a 
collection series, making the tone suitable in each case. 

1. Earle Tuttle, cor. Front and Jones Sts., Fort Worth, Tex., has 
been a customer for two years, buying perhaps $600 a year, always 
paying promptly before, but now owes $92.50 for goods sold Mar. 10, 
terms 2/10, n/30. 

2. Mrs. Stephen Crane, 283 Tea Neck Road, Ridgefield Park, 
N. J., a customer for one year buying $10 to $50 a month, slow pay 
but responsible, has the following unsettled bills: Mar. 14, $8.78; 
Apr. 2, $4.16; Apr. 29, $1.46. Today she orders furniture valued at 
$26.00. 

3. James S. Karns, R. F. D. 2, Davenport, Iowa, a well-to-do 
farmer, owes $216.00 for a windmill bought Feb. 28, terms 60 days. 
He has never bought of you before. 

4. Wayne D. Nichols, 72 Pearl St., Jackson, Mich., bought a 
player piano — $200.00 down and $25.00 monthly installments. He 
is a month behind in his payments. Urge him to bring his payments 
up to date. Remind him that he should not forfeit the amount al- 
ready paid. 

BIBLIOGRAPHY 

Effective Business Letters , E. H. Gardner, The Ronald Press Co. 
Credits and Collections , E. H. Gardner, The Ronald Press Co. 


CHAPTER XV 


THE ADJUSTMENT OF CLAIMS 

Business firms are learning that the prompt and satisfac- 
tory handling of claims is one of the best ways of making 
friends for the house. An adjuster must be sympathetic. He 
must have a good knowledge of human nature and a keen 
power of distinguishing a well-founded claim from a mere 
effort to take advantage of the firm. 

The claim. Anybody can find fault, but .few persons can 
make a claim in clear, unmistakable language even when 
they have the best of reasons for doing so. A bungling claim 
letter is likely to be given little consideration. A well written 
claim letter 

Should state precisely what is wrong 

Should make tracing easy by referring to definite dates, invoice 
numbers, etc. 

Should state what remedy, or adjustment, is desired 

Should be addressed to the person, or company, responsible 
for the damage or omission 

Claims against common carriers. Before signing the receipt, 
which is an acknowledgment that the shipment was received 
in good condition, the consignee should always make sure 
that there is no shortage and no damage that is apparent. 
Claims for concealed damage may be made later in the case 
of goods that are wrapped or crated in such a way as not 
to disclose the damage. 

In the case of damage to goods in transit, the consignee, 
before signing the freight receipt, should insist that a nota- 
tion of the damage be made on it by the freight agent. The 

i93 


194 


BUSINESS MAN’S ENGLISH 


consignee may then take the goods and put in a claim against 
the common carrier — not against the shipper. 

Claims against shippers. The consignee may properly make 
claim against the consignor 

For delay in the receipt of goods ordered 
For shortage 

For errors in shipping what was ordered 

For goods not up to sample or not up to description 

The tone of the claim letter. State the occasion for your 
complaint fairly and calmly. Do not allow yourself to be- 
come unduly hasty or vehement in making your claim. It 
is very humiliating to write a letter displaying great anger 
and making bold accusations against some one, only to find 
in the end that the fault was your own. 

Good Claim Letters 

Gentlemen : 

The two cars of cedar shingles which were shipped from Belling- 
ham, Wash, on October 2 were reported at Minneapolis Transfer 
on December 9. Since then we have heard nothing from the 
shipment though more than two months have elapsed. 

Kindly start tracer and speed up delivery as much as possible. 
Our stock is very low. 

Very truly yours, 


From: Cameron Silk Glove Company 

To: Consolidated Importing Co. 

San Francisco, Cal. 

Subject : Shortage on our order No. 265 

Your No. 6354 

Shipment arrived today short 3 pkgs. Silk No. 24. 

Bill of lading has not yet arrived, but we have reported the 
shortage to the steamship company. 

If full shipment of our order was made, kindly send tracer. In 
any event, please forward B/L promptly. 


THE ADJUSTMENT OF CLAIMS 


195 


The letter given below is a good example of what not to do 
in writing letters asking for an adjustment. 

Sir: 

That fountain pen you sold me is a Beaut — to look at, or to 
sell to some simpleton like myself. 

It’s a self filler, all right; but seven men can’t make it give up 
the ink that’s in it. And when it does condescend to let up on 
a little of it, down the ink comes in great gobs all over the half 
finished letter. 

Why even the Chinaman’s wooden stick is more reliable as a 
pen. 

I want my money back and I want it quick. 

Yours, 

How adjustments are made. To be effective, an adjust- 
ment should be prompt, courteous, complete, and generous. 
Courtesy is the prime essential of proper adjustment. No 
matter how offensive the complaint may have been, the ad- 
justment letter should have a friendly tone. Promptness adds 
much to the effectiveness of an adjustment. It gives the 
customer the feeling that he is considered worthy of some 
attention. A generous adjustment is a good advertisement 
because of the good will which it creates. 

How good will is valued. Only a few years ago our courts 
were filled with cases which involved comparatively trifling 
differences between buyer and seller. These little differences 
are now almost always settled out of court. There are two 
reasons for this: the adjustment method is cheaper; it makes 
friends for the house instead of enemies. The value of having 
customers who are friendly to the house is so fully recog- 
nized that some firms have a rule that in the adjustment 
of complaints the customer is always to be considered right. 
Such houses argue that the good will thus built up more than 
offsets an occasional loss caused by adhering to the rule. 

What adjustment to make. The adjuster sometimes has 
a delicate problem in suggesting an arrangement that will 
please the customer and at the same time will not be to the 


196 


BUSINESS MAN’S ENGLISH 


great disadvantage of the house. The list given below is sug- 
gestive of some of the possible adjustments in case of the 
more common complaints. 

Delayed arrival. Suggest that the customer call up the express or 
freight office in his own city. Offer to send tracer, or start one at 
once and inform your customer of your action. 

Damaged goods. Damage may be due to careless handling or to 
improper packing. Seller may offer to pay for repair, make a reduc- 
tion in the price, or may offer a new article in exchange for the dam- 
aged one. 

Shipments short. The fault may be with the seller or with the 
transportation company. In either case the seller must see that the 
shortage is made good promptly. 

Shipments over. This mistake is due to the fault of the seller. He 
may grant unusual credit terms or make liberal concessions in the 
cash price. He may even ask the buyer to dispose of the over ship- 
ment and send the seller the proceeds. 

EXERCISE 

1. Rewrite the following claim letter, making it courteous and at 
the same time so clear that it cannot be misunderstood. Supply any 
data needed. 

Sir: 

What do you think I am, anyway? A hoosier from the back 
woods that don’t know a decent set of harness when he sees it? 

I paid you $35 cash money for a harness and look at the thing 
you sent me! It ain’t fit to put on a mule. The first time I 
used it, one of the straps broke and another is so spongy that it 
stretched all out of shape. 

What are you going to do about it, anyway? 

Yours &c, 

2. Reply to the foregoing letter, calling attention to your willing- 
ness to replace any part found defective in material or workmanship. 

3. Mrs. Eliot Schaffer, 215 W. Main St., West Paulet, Vt., ordered 
two table cloths of you. You sent one as ordered, but substituted 
for the other one. Write her, saying that you have made the sub- 
stitution to save delay and the annoyance of re-ordering. Offer to 
take back the second table cloth if it is not satisfactory. 


THE ADJUSTMENT OF CLAIMS 


197 


4. Harvey Johnston, of La Crosse, Wis., complains that his maga- 
zine does not come regularly. He has not received the last two 
monthly issues. As publisher of the magazine, write a suitable reply. 

5. Two of the dozen spoons which you ordered of Wise & Co., 275 
Fulton Street, Brooklyn, N. Y., are smaller in size than the others, 
though the design is the same. You need the spoons at once. Write 
an urgent letter, asking to have the matter made right. 

6. Write a suitable reply. 

7. Isaac Payne, an automobile dealer, complains to your firm that 
he does not get prompt service when he sends orders to you for extra 
parts of cars. Write, assuring him that you appreciate his business 
and that in the future you will make special effort to get his orders 
out on time. 


ORAL REPORT 

Be prepared to give, before the class, an oral report on the 
topic assigned to you from the list below. 

1. The railway guide and how to use it in looking up train con- 
nections between your place and Chicago. 

2. A part of a sewing machine recently purchased by you has given 
way because of poor workmanship. Explain what you would do to 
recover damages on this guaranteed machine. 

3. Opportunities in railroad office work. 

EXERCISE 

Rewrite the following letter, omitting the incorrect and 
meaningless phrases and showing a real interest in your cus- 
tomer’s welfare: 

Dear Sir: 

Yours of the 2nd inst. rec’d and contents carefully noted. In 
answer to same permit us to say that we are all out of the size 
you order, having disposed of the balance of our stock of this 
size on the 29th ult. Would say further that we anticipate hav- 
ing a fresh supply of new stock from the mfgr. in the near future. 
Hoping the delay will not discommode you in the least, I remain 

Sincerely yours 

J. M. Dutton’s Sons 
By B 


LMB/K 


CHAPTER XVI 


THE ENGLISH OF SELLING 

ADVERTISING 

The English of salesmanship, whether printed, written, or 
oral, has always the same aim — to get the prospect to act 
favorably. The advertising manager who makes use of the 
printed page, the sales manager who conducts a campaign 
by letter, and the salesman who sells goods by word of mouth, 
all have this object in view and their activities are based 
upon the same fundamental laws of salesmanship. 

The right viewpoint. In each of these forms of selling, it 
is most important that the salesman try to realize as far as 
possible how the prospect feels and what he needs. A good 
salesman keeps the customer’s wishes and needs always in 
the foreground and his own in the background. He tries 
to show how the customer will gain by having the article, 
rather than how he himself will profit by selling it. You and 
your should have greater prominence in any form of sales 
English than we and our. 

The four steps. Every complete sales effort, whether made 
by the advertising manager in a periodical, the sales manager 
in a letter, the traveling man on the road, or the ribbon girl 
behind the counter, aims to do four things: 

Attract attention 

Stimulate interest 

Convince the prospect 

Impel the prospect to act favorably 

Not every sales effort is intended to be complete. A travel- 
ing salesman who is following up inquiries, may assume that 

198 


ADVERTISING 


199 


the prospect knows of the article and that he is interested 
or he would not have written an inquiry. The salesman, 
therefore, bends his efforts toward convincing the inquirer 
and impelling him to act favorably. In a follow-up series of 
sales letters, each letter may touch upon all four points, or 
upon only one as the writer thinks best. A life insurance 
salesman usually has to take up all four points in regular 
order unless he knows that his prospect is already interested* 
in insurance. 

EXERCISE 

Point out which of the four steps of a complete sale are 
prominent in the following: 

1. A window display of shoes. 

2. Trial packages. 

3. A corner coupon to be clipped from an advertisement. 

4. The “sandwich man’s” announcement. 

5. A window demonstration of vacuum cleaning. 

6. A suitable reply by letter to an inquiry about a sewing machine. 

7. “Stuffers,” i. e., circular matter inclosed with monthly state- 
ments or with letters. 

8. The illustration used with a correspondence school advertise- 
ment. 

9. A sign “Room to Rent” in a house window. 

10. A window display of rugs. 

n. The limited time bargain sale. 

EXERCISE 

1. Cut out and bring to class advertisements designed to 
make the salesman’s work easier and more effective. Point 
out in each instance what part of a complete sale is performed 
by the advertisement. 

2. Make a comparative study of the large and small ad- 
vertisements in a high class magazine. 

Which class of advertisement commonly attempts a complete sale? 

Which attempts only part of a sales routine? 

Which paves the way for personal solicitation? 


200 


BUSINESS MAN’S ENGLISH 


The advertiser’s aim. The advertiser usually aims to ac- 
complish one of four things: 

1. To sell goods directly by mail through the appeal that the ad- 
vertisement makes. 

2. To sell goods through local dealers. This is done by calling 
attention to the article and then directing the reader to get it from 
his local merchant. 

3. To obtain inquiries from which lists of prospects may be made 
for a series of follow-up sales letters. Good advertising, however, 
aims to do more than merely obtain inquiries. 

4. To keep the article constantly before the public. This is known 
as publicity advertising. The activity of competitors will cause even 
a good article to be forgotten unless it is kept before the public. 


EXERCISE 


1. Cut out and bring to class advertisements of five of the following 
articles or commodities. Be prepared to tell what the aim of the 
advertiser was in each case. 


Automobiles 
Breakfast foods 
Beverages 
Clothing 
Pleasure trips 
Life insurance 


Office devices or furniture 
Investments 
Baking powders 
Department store merchandise 
Articles or services offered in 
classified ads 


2. Which of the four aims is accomplished by a trade mark, or a 
trade name for a particular article? 

3. What advantage to the reader is suggested by such names as 

Keen Kutter Tools Jiffy Jell Holeproof Hosiery 

Shur-on Ever-Ready Daylo Dainty-Maid Bread 

4. Would Eastman's Nonpareil Camera have been a better name 
than Kodak? Why? 

5. How is the trade name Necco derived from the name of the 
manufacturers, the New England Confectionery Company? Eciruam 
from Maurice? 

6. Explain the derivation of Nabisco and Socony. 

Attracting attention. When a firm has something which it 
wishes to bring to the attention of the public, it is confronted 


ADVERTISING 


201 


with the question of what advertising medium to use. Among 
those from which the firm may choose are 


Window displays 
Distribution of samples 
Street car cards 
Electric signs 
Newspapers 
Circulars, or stuffers 
Illustrated catalogs 
Blotters and calendars 


Demonstrations 
Bill boards 
Posters 

Sandwich men 
Magazines 
Handbills 
Sales letters 
Novelties 


EXERCISE 

1. Mention one thing which can be advertised effectively by each 
of the following: 

Poster Electric sign Handbill Demonstration 

Sales letter Street car card Bill boards Window display 

2. Mention things which could not be well advertised by using 

Sandwich men Calendars Window display Posters 
Samples Stuffers Novelties Magazines 

3. Mention three commodities, or articles, which are advertised 
in two or more ways. What is your judgment as to the effectiveness 
of the different methods? 

Stimulating interest. The opening phrase of an advertise- 
ment is usually framed to attract attention, but in addition 
it is frequently worded to stimulate interest. The powerful 
appeal which pictures make is now thoroughly recognized and 
in many large advertisements more than half the space is 
devoted to an illustration. Such an illustration usually ap- 
peals to the feelings while the display lines of the advertise- 
ment may appeal to the reason as well. 

In advertisements which use no illustration, dependence 
must be placed upon specific, concrete statements in the first 
part of the advertisement to arouse the reader’s interest. 
General or abstract statements are of little value in arousing 
and maintaining interest. 


202 


BUSINESS MAN’S ENGLISH 


The “You Approach” is always a powerful means of arous- 
ing a real interest in the article offered. It is consistently 
used in advertisement writing, sales letter writing, and oral 
salesmanship. The “You Approach” keeps the reader’s in- 
terests prominent and the seller’s interest subordinate. In 
the following advertisement, observe how the paragraph which 
follows aims to arouse the interest of men: 


A Man’s Dentifrice 

“A man is known 
by the teeth he keeps.” 

Practical Are you one of those who have 
Facts thought it necessary to use a 

“druggy” tasting dentifrice to preserve your 
teeth? If you are, consider the common- 
sense thought that a dentifrice is no more a 
medicine than is soap and water. It simply 
serves to clean. And consider the value and 
advantages you get when choosing Colgate’s 
Ribbon Dental Cream. 
***** 


Convincing the prospect. The successful advertiser assumes 
the buyer’s viewpoint and at the same time makes a strong 
appeal to the buyer’s self-interest. It may be possible to 
write logical argument that will appeal to the intellect alone, 
but advertisers long ago learned the value of the appeal 
to the emotions. An advertisement may be argumentative 
in form, but to be really effective, it must stimulate in the 
reader a feeling of need. 

The relative proportions of the “reason-why,” or argumenta- 
tive, element, and the “human interest,” or emotional, element 
to be used in any particular advertisement must be deter- 
mined by the nature of the article advertised and the char- 
acter of the reader. Cream separators, high-priced motor 
trucks, articles which may cost more but do work better 


ADVERTISING 


203 


than rival articles, and devices which do old work in a new 
way, are usually advertised through “ reason-why” copy. On 
the other hand, less expensive articles, articles bought re- 
peatedly, and less necessary articles, even if expensive, are 
usually best advertised through the “human interest” appeal 
to the emotions. Among such articles may be mentioned: 
beverages, wearing apparel, accident insurance, player pianos. 

The character of the reader has much to do with the type 
of appeal. Advertisements for men’s shoes are prevailingly 
“reason- why” advertisements, while “human interest” is 
played up strongly in advertisements of women’s shoes. An 
auto advertisement in a farm magazine would probably em- 
phasize the reasons for buying, while an auto advertisement 
in a magazine read chiefly by the wealthy would probably 
appeal mainly to the pride of ownership. 

The emotions to which appeal is most commonly made are 
the feeling, or instinct, of 

Pride, or vanity. (Latest styles) 

Enjoyment. (Country homes, phonographs) 

Protection. (Life and fire insurance) 

Ambition. (Reference books) 

Economy. (Dictating machines) 

EXERCISE 

1. To which of the five emotions does each of the following catch 
phrases, taken from advertisements, appeal? 

“The Servant Problem — Answered.” (Electric household helps) 
“A Clean Tooth Never Decays.” (Toothbrushes) 

“Don’t Take a Trip with a Corn.” (Corn plasters) 

“Booklets Every Investor Ought to Own.” (Bond house) 
“Yawning at n a. m.” (Ventilating system) 

“Hudson River by Daylight.” (Boat line) 

“A Touch of Paris.” (Ladies’ dresses) 

“Avoid the Fatal Skid.” (Tire chains) 

“Where will you be at 40?” (Correspondence school) 

2. Bring to class five advertisements that have display lines strongly 
suggestive of what the whole advertisement is about. Observe the 


BUSINESS MAN’S ENGLISH 


204 


number of words in these catch phrases, and determine whether they 
are commands, questions, or statements of fact. 

3. Criticize the following display lines used in advertisements: 

Stop! Look! Listen! Did It Ever Occur to You that . . . 

Wouldn’t It Be Better? Don’t Go Elsewhere and be Dis- 

appointed — Come in Here. 

4. Determine the strongest buying motive for each of the following 
commodities and write a suitable phrase to be displayed in an ad- 
vertisement for each: 


Aluminum cooking utensils 
Steel filing cabinets 
Hats , 

Railway passenger service 
Preparatory school 


Disinfectants 
Motor oil 
Shoes 
Hardware 
Typewriters 


EXERCISE 

1 . Bring into class five advertisements that are examples of “ reason- 
why” a'dvertising. 

2. Bring into class five advertisements that are examples of emo- 
tional appeal. 

3. Is it possible for the same advertisement to be partly emotional 
and partly “reason-why” in its appeal? Bring to class an example 
of this double appeal, if possible. 

4. Which of the two kinds of advertisement makes greater use of 
illustrations? 

Impelling to action. If appeal has been made to the right 
motive, it will probably not be difficult to attract attention, 
arouse desire for the article, and convince the reader that 
he ought to have it. But this is not all. The important 
thing has not yet been accomplished. It is one thing to con- 
vince a merchant that he ought to have an auto delivery 
truck and quite another thing to get him to buy now. Some 
of the commoner forms of incentive to immediate action are: 

A notice of an early advance in price. 

Statements such as, “Only a few more left.” “Order now. You 
may be late.” 

Direct command; as, “Don’t delay.” 

An offer of a premium with orders received before a certain date. 


ADVERTISING 


205 


Keying advertisements. The same advertisement is some- 
times run in several magazines at one time or different adver- 
tisements of the article are run in the same magazine, to 
determine the relative value of different mediums and the rela- 
tive pulling power of different forms of advertisements in the 
same medium. For example, by directing the reader in one 
advertisement to address Dept. A, and in another to address 
Dept. B, the advertiser can easily determine which advertise- 
ment “pulls” the greater number of inquiries. Keying de- 
vices like the following are in common use: 

Write for our folder on “How to Know a Good Watch”— it’s free. 

“A Book of Beautiful Cars” will be sent you on request. 

Ask for Booklet No. 23-K. 

Variable street addresses. 

Corner coupons clipped from the advertisements. 


EXERCISE 

1. From different magazines and from different numbers of the 
same magazine, cut advertisements of a correspondence school. De- 
termine how these advertisements are keyed. ► 

2. When the same advertisements are run in different magazines, 
how do the results prove which is the better medium for a particular 
article? 

Classified advertisements. The daily papers of all large 
cities carry brief advertisements under special headings; as, 
“Help Wanted— Female,” “Help Wanted— Male,” “Situa- 
tions Wanted,” “Rooms to Rent,” “Houses for Sale.” 

Since the interest of the reader of classified advertisements 
may fairly be assumed, the writer of the advertisement is con- 
cerned chiefly with the conveying of exact information. It is 
customary to “display” the first two or three words by print- 
ing them in capitals, or upper case type. These display 
words should be specific, rather than general, in order to con- 
vey to the reader the main point of the advertisement. 


206 


BUSINESS MAN’S ENGLISH 


Poor display 

HELP WANTED— FEMALE 

YOUNG LADY WANTED who has 
had experience in clerical work in an 
office. Must understand typewrit- 
ing and filing. State age, experience, 
and education. Box 49, Tribune. 


Better display 

HELP WANTED— FEMALE 

FILING CLERK. Must under- 
stand vertical method thoroughly. 
Knowledge of typewriting desirable. 
State age, education, experience. 
References. Box 49, Tribune. 


The display “Young Lady Wanted” conveys no more in- 
formation to the reader than the general caption “Help 
Wanted — Female.” The display “Filing Clerk” tells exactly 
what kind of position is offered. The second form of adver- 
tisement would also cost less than the first because it con- 
tains fewer words. An address like Box 49, Tribune, is a 
blind address. 


EXERCISE 


1. Write for the column headed “Office Help Wanted— Male” in 
a city paper, an advertisement offering a position to a boy over com- 
pulsory school age. He is to do light work about the office and run 
errands. Must be a good penman, preferably a grammar school grad- 
uate. Use a real address. 

2. Clip from a newspaper a classified advertisement which may 
be improved in form. Be prepared to read to the class the original 
and your rearranged advertisement. 


EXERCISE 

Keeping in mind the four steps in writing a good ad- 
vertisement, prepare copy for magazine advertisements of two 


of the following: 



Office chairs 

Automobile tires 

Ladies’ suits 

A game 

A set of books 

Watches 

A breakfast food 

A piano 

An office machine 


BIBLIOGRAPHY 


Writing an Advertisement, 

S. R. Hall, Houghton 

Mifflin Co. 


News, Ads and Sales, J. B. Opdycke, The Macmillan Co. 


CHAPTER XVII 


THE ENGLISH OF SELLING 

SALES LETTERS 

Importance. Good sales letters are bringing in millions of 
dollars worth of business annually. On the other hand, poor 
sales letters have not infrequently been the means of heavy 
losses to the firms using them. When careful business firms 
estimate that their sales letters cost them an average of 
thirty cents each, you can readily see why no business man 
can afford to undertake a direct advertising campaign with 
letters that do not meet every requirement of a strong sales 
letter. 

Advantages. The sales letter has several advantages over 
other methods of reaching the customer. A traveling salesman 
who finds a customer out must miss an interview, or must 
wait for the customer’s return and be behind schedule in 
covering the rest of his territory. The sales letter would be 
awaiting the customer upon his return. As first-class mail, 
sales letters penetrate some inner offices which could not be 
reached by a salesman. While the ratio of sales to the number 
of prospects approached is usually smaller with letters than 
with personal salesmen, it must be remembered that the ex- 
pense of sales by letter is much less than by salesmen. 

Sales letters can be made more personal than the usual 
advertisement because they are prepared for a group of pros- 
pects of the same business class, while the advertisement is 
necessarily more general. Furthermore, sales letters sent as 
first-class mail are more likely to be read than an advertise- 
ment which may be one among a hundred in a magazine. 

207 


208 


BUSINESS MAN’S ENGLISH 


Fundamental principles. Sales letters depend upon the 
.same principles that underlie advertising as pointed out in 
the preceding chapter. The viewpoint must be that of the 
buyer. What you need must be more prominent than what 
I want to do. The four steps in a sale — attracting attention, 
stimulating interest, convincing the reader, and impelling the 
reader to act favorably — must be kept clearly in mind when 
writing a single sales letter or a follow-up series of such letters. 

Attracting attention. The general appearance of the letter 
must be attractive. Nothing about it should appear cheap. 
If the letter is “processed” by the mimeograph or the multi- 
graph, the work must be neatly done. It must be easy to 
read and the processing must not be too evident. All fill-ins 
must match the processing in color and must be aligned 
exactly. Rubber stamp signatures should be avoided because 
they make the whole letter look cheap. Under certain con- 
ditions explained under postal regulations, sales letters may 
be sent as third-class matter, but, when sent in this way, they 
are so likely to take the direct route to the waste basket that 
most firms prefer to send them under first-class postage. 

(i) By letter subject. This self-explanatory phrase near 
the right margin of the letter opposite the inside address is 
coming into very general use. It enables the reader to assort 
his letters into three classes — those in which he is interested, 
those, in which he might be interested, and those in which 
he has no interest. He might then throw away those of the 
third group, lay aside for later consideration those of the 
second group, and give his immediate attention to the first 
group. 


EXERCISE 

Into which of the three classes would you put letters bear- 
ing the following typical letter subjects? Which of the letters 
would probably be put in the first class by a banker? By a 
builder? By a dealer in automobile supplies? 


SALES LETTERS 


209 


Metal lath 

Cutting delivery expense 
Short terms bonds 
Better spark plugs 
Class pins 


A year-through Christmas gift 
Shipping tags 
Blue Book for 19 — 

Auto trailers 


(2) By a strong opening phrase. The opening sentence 
should be striking, but not fantastic. It should not contain 
a single unnecessary word. The strongest opening sentences 
are: 

Positive, not negative 

Specific, not general 

Concrete, not abstract 

Concerned directly with the reader’s interest 

These principles of emphasis were exemplified by our gov- 
ernment during the recent war. In urging the use of less 
coal, the authorities might have made the appeal in any of 
the following ways: 

People should not be extravagent in the use of fuel. (Impersonal, 
negative, and general) 

Save fuel! (Personal, positive; but fuel is a general term) 

Save coal! (More definite) 

Save that shovelful! (Most specific and therefore most emphatic. 
This was the form of appeal adopted by the government) 


The sentences in the right-hand column below are more 
suitable for letter openings because they deal with the matter 
from the viewpoint of the reader — they adopt the “You Ap- 
proach.” The sentences on the left may be of great interest 


to the writer, but they ha.ve li 
Weak 

One hundred and twenty-five 
families in Winchester are drink- 
ing our cocoa every morning. 

I’m going to tell you what I 
did with $1000 last October. (In 
an investment letter) 


to attract the reader. 

Stronger 
It’s Beecher’s Cocoa that you 
want! A hundred and twenty- 
five Winchester families use it 
every day. 

You can do now exactly what 
I did with $1000 last October. 


210 


BUSINESS MAN’S ENGLISH 


EXERCISE 

Show whether the following openings are positive, specific, 
concrete, and directly concerned with the readers’ interest. 

1. DeWitt transportation saves dollars. (Auto trucks) 

2. It wouldn’t be fair to leave you out. (Magazine renewal) 

3. You would be proud of your newly painted home. (Paints) 

4. You have been waiting for our new catalog. Here it is. 

5. Have you placed that order for drinking fountains? 

6. You are one of the lucky 200 to whom this offer is made. 

EXERCISE 

Show the weakness in each of the following sales letter 
openings: 

1. Please read this letter very carefully. 

2. We take pleasure in announcing that we are prepared to do all 
kinds of upholstery work at lowest prices. 

3. We desire to submit for your consideration a complete set of 
Blank’s Ready Reference History of the World in seven volumes. 

4. We have just put on the market an improved form of addressing 
machine which has proved to be a very good seller for us. 

5. Have you ever noticed how easy it is to make mistakes? 

6. Spring is rapidly approaching. 

7. We take pleasure in handing you our latest circular and whole- 
sale price list on cutters and bobs. This price list supersedes all 
previous quotations. 

(3) By typing devices. Among these may be mentioned the 
underscoring of important words, the beginning of important 
words with capitals, the typing of entire words in capitals, 
the use of two-color ribbons. Akin to typing devices is the 
printing of a list of specialties in a narrow column at the left 
of the letter sheet. 

(4) By using the short paragraph. Short paragraphs are 
more easily read and are more interesting to most readers than 
long paragraphs. Some of the most successful sales letters 
ever written were broken up into paragraphs of not more 
than two sentences, and frequently of only one sentence each. 


SALES LETTERS 


2 1 1 


Do not make the mistake of supposing, however, that such 
letters disregard unity and coherence. Good sales letters are 
real units: they treat of a single thing. Coherence is of spe- 
cial interest to the sales letter writer, because the order in 
which the parts are presented is of vital importance. Most 
good sales letters can be written in two or three long para- 
graphs, but they are written in the form of numerous short 
paragraphs to make the letters more emphatic and easier to 
read. 

(5) By using the postscript. Sometimes an important matter 
is put in the form of a postscript as if the writer had forgotten 
to mention it before he closed his letter. This is of doubtful 
value, but is not uncommon in letters. 

Stimulating interest. The opening phrase should have 
aroused enough interest or curiosity to carry the reader 
through the first few paragraphs of the letter. If these para- 
graphs are properly written, they will show the prospect clearly 
what the article is that is being offered and what it will do. 

If the article is new, or if it does old work in a better way, 
the necessary descriptive or explanatory matter should be 
introduced at this point. Just as the picture of a clerk using 
an adding machine on a box near the door of a freight car 
that other men are loading, is more suggestive of the real 
usefulness of the machine than a detailed illustration of its 
mechanism, so descriptive or explanatory matter is more ef- 
fective if thrown into a form which will picture the machine 
in action. Cold, technical description may be necessary in 
writing to a specialist, but the emphasizing of one or two 
good selling points is more effective with most prospects. 
Most people want to know how a thing works rather than 
how it is made. 


EXERCISE 

1. Re-read that part of the chapter on Advertising which deals 
with Convincing the Prospect. Would it apply to sales letters? 


212 


BUSINESS MAN’S ENGLISH 


2. Determine whether argument or emotional appeal might better 
be used in letters aimed to sell 


A collection of Kipling’s works 


A preparatory school course 
A handbook for chemists 
A year’s subscription to a maga- 


Hotel accommodations to con- 
vention delegates 


Ladies’ coats, as illustrated in 
an accompanying folder 


zine 


Convincing the prospect. Arousing the prospect’s interest 
is good, but is not enough. It is necessary also to arouse in 
him a feeling of need. This means getting the prospect to 
the point where he will feel, even if he does not say, “I ought 
to have this article.” 

(1) By trial offer. This method is very effective, for the 
prospect reasons that the article must be good or the firm 
would not make such an offer. This method is illustrated 
in the following letter: 

The next time you entertain friends who most appreciate the good 
things of life — 

Serve Yuban, the Arbuckle Guest Coffee — the coffee considered 
the choicest in the world. 

Watch their expression as they take the first sip. Then you will 
know why the greatest coffee merchants for years reserved Yuban 
for their own use; why they took such pleasure in sending it as gifts 
to their friends. 

(2) By evidence of widespread use. Most people want to 
be doing what other wide-awake, progressive people are doing. 
They want to be up-to-date. Many people prefer to trust 
the collective judgment of a large number of persons rather 
than their own individual opinion. The following quotations 
illustrate this method: 

Our factory has been operating at full capacity, day and night, 
for the past six months. We are still about sixty days late in de- 
liveries. We are increasing our force of operatives wherever it is 
possible to use more men, but it seems certain that we shall be taxed 
beyond our limit for several months to come. 


SALES LETTERS 


213 


Blank’s Ancient History is already being used by 217 high schools 
in this state — a record which cannot fail to convince you of the su- 
perior merit of the book. 

(3) By testimonials. Although the testimonial has been 
abused till it has lost some of its original force, it is still effective, 
particularly when written by some one personally known to 
the reader. Testimonials beginning “One of our best cus- 
tomers said to us the other day . . are much less effective 
than those which tell exactly who that customer was; for 
example, 

Morris Findlay, President of the Updegraff Knit Goods Company, 
says, “Last fall we conceived the idea that better letters would mean 
more business for us and we determined to improve our letter output. 
We reviewed with considerable care a number of books on English 
with the idea of giving our office force — dictators and all — a short 
course in writing better letters. We decided upon your book and 
we have not been sorry for a minute since that decision. 

Our dictators and clerks are turning out not only better letters, but 
more of them, because they know exactly what constitutes a strong 
letter and because they have eliminated their old-time wordiness. 

(4) By examination privilege. This is so well understood 
as to need no explanation. 

(5) By “ Money Back ” offer. The offer to refund the 
money paid rarely fails to convince the prospect if he is really 
interested in the article. 

Impelling to action. This is the vital part of every sales 
letter. All that goes before has the purpose of making the 
reader understand and feel. Now you want to make him act. 
The paragraphs immediately preceding the close should make 
it easier to say Yes than No. Your task now is to get the 
prospect' to say Yes at once. Your method of closing should 
make it so easy to order that your reader will find himself 
impelled to do so immediately. 

The closings illustrated below are effective because they 
make immediate action natural and easy. 


214 


BUSINESS MAN’S ENGLISH 


Mail the card — and this book will be put into your hands without 
risk or expense. 

As our present supply is limited, we urge you to get your order in 
immediately. 

You will find application blank and return envelope inclosed. 

To examine this set costs you nothing. Just mail the card and 
the books are yours for a week’s free examination. 

The above prices will hold good until September i — positively no 
later. 

We advise immediate purchase of your spring N. C. Pine require- 
ments because satisfactory deliveries will be impossible on later 
orders. 

No need to write a letter. Just write Yes on this sheet and mail 
it to us. 


If the beginning and the end of a letter are the emphatic 
positions, it will be clear at once why no sales letter should 
close with phrases like the following: 

Thanking you for your inquiry and hoping to be favored with 
your valued order, we are, 


Kindly let us know whether you are interested or not. 


Trusting that we may hear from you soon, we remain, 

Trusting that this will meet with your approval, and assuring you 
of our desire to make your dealings entirely satisfactory and agree- 
able, we remain, 

A Poor Sales Letter 


The whole letter 
is written from 
the seller's view- 
point. 

Negative sugges- 
tion that he may 
not want any of 
the articles offered. 


Dear Sir: 

We take pleasure in handing you our latest 
circular and wholesale price list on Cutters 
and Bobs. This price list cancels all previous 
quotations. 

It may be that you have already ordered 
your stock, but we want you to have this 
circular of ours as it shows some new and 
up-to-date designs. If you will take time to 
look it over, we feel sure you will see some- 


SALES LETTERS 


Third paragraph 
is incoherently 
placed. 

Weak paragraph. 
It reads like 
an excuse for 
a fault. 


Having a sales- 
man call may 
be the very 
thing the pros- 
pect wishes to 
avoid. 


2iS 

thing for which you ought to place your 
order. You will need them when snow comes 
and the only way to be sure you will have 
them is to place your order now. 

We have a large and complete line which 
will appeal to every up-to-date dealer. 


Our object in writing you this letter is to 
call your attention to these lines, with the 
idea of getting your orders early while our 
stock is complete, so we will be able to give 
you what you want — we make shipment any 
time you specify. 

Send in your order today, or at least write 
us telling us when you are ready to place your 
order and we will make it a point to call on 
you. 


Trusting to be favored with your business, 
we are, 


Yours truly, 


The whole letter lacks the tone of confidence that distin- 
guishes a good salesman. Why suggest to your reader that 
he may not want your article after all? Why suggest that it 
will take considerable of his valuable time to read the circular 
through? Why suggest the deferring of the order by asking 
when he will order? Why use the salesman’s call as an in- 
centive for the reader’s writing to you at once? 


More striking than 
the other opening. 

Really a part of 
first paragraph. 
Compare with 
second paragraph 
of original. 


Improved 

Dear Sir: 

Every sale you lose puts profit in another 
dealer’s pocket! 

You can’t sell seasonable goods unless you 
have them at the seasonable time. It is not 
a minute too early to lay in a stock of Cutters 
and Bobs for the rush that you know is 
coming next November. 


2l6 


BUSINESS MAN’S ENGLISH 


This sentence is 
really the close of 
the first para- 


Then you can pocket the profits on the 
sales the other fellow lost. 


Definite , positive 
suggestion that 
here is something 
he must have. 


graph. 


We call your attention particularly to the 
new Model F Cutter which we placed on the 
market last year. The graceful lines of this 
model and the rigidity of its construction have 
made it the most popular cutter we ever 
designed. You will find it pictured on page 
1 6 of the inclosed circular. 


The “carrying” 
will appeal to 
some dealers. The 
extra 5% will tend 
to bring in orders 
before the rush 
season. 


Our terms are sixty days. This carries you 
well into the selling season. You will be 
allowed a discount of 20% off list’ prices, with 
an extra discount of 5% on all orders re- 
ceived before September 15. 


Very truly yours, 


Compare the “We Approach” of the first letter with the 
“You Approach” of the second letter. Observe that the 
second letter assumes that the reader is going to send in his 
order. No suggestion is made that he may already have a 
stock on hand or that if he has time he might find something 
interesting in the circular. His attention is called to something 
definite and he is likely to take a real interest in this one 
model if in no others. 

Letter to accompany a catalog. Great care must be taken 
in writing letters of this type so that they will appeal to the 
particular class of prospects to whom they are sent. The 
following letter was used by John Wanamaker to accompany 
a suit and garment catalog. It is a letter which makes a 
strong appeal to women readers. 


Dear Madam: 


Observe the style of 
the whole letter — * 
chatty , but not too 
familiar. 


Suppose Wanamaker ’s were set down over- 
night in your own home town! 


Suppose Wanamaker ’s had come to your 
own home town, wherever it is located — and 


SALES LETTERS 


217 


Powerful appeal to 
the feelings of those 
women who have 
seen the great store. 


it stood there in yonder square, smiling a 
welcome to all the people! 

The buildings, of course — those huge piles 
of stone and iron and steel — cannot come to 
your own home town. 

But what is Wanamaker’s? 


Advantage over the 
ordinary mail order 
house. 


The service idea 
is emphasized. 


The whole letter 
tends to create 
confidence. 


Wanamaker’s is Service — Service and Mer- 
chandise and Fair Dealing. 

What is Wanamaker’s? Not a mail order 
house. Not a big warehouse available only 
by means of a catalog. All of this great store 
is back of the Wanamaker Mail Order Catalog; 
and all the store’s merchandise, whether it is 
in the catalog or not, is available to you 
through the mails. 

We ask the privilege of serving you, not 
with what you can get to advantage in your 
own home town, but with what you cannot 
get there. 

Millions of visitors come every year to 
New York, and Wanamaker’s will gladly serve 
you there, or in Philadelphia, whenever you 
visit these cities. Or Wanamaker’s will serve 
you by mail in your own home. Yes, the 
store will go to you! 

In either event you are sure of a hearty 
welcome and our best service. 

Cordially yours, 

John Wanamaker. 


ORAL REPORT 

Be prepared to give, before the class, an oral report on the 
topic assigned to you from the list below. 

1. How a mailing list of prospects is compiled and used. 

2. Opportunities for advancement as a traveling salesman. 

3. The advantages of a sales letter over a magazine advertisement. 


2l8 


BUSINESS MAN’S ENGLISH 


4. How the future of a young man (or a young woman) may be 
judged by what he does when off duty. 

Follow-up sales letters. The number of sales letters in a 
follow-up series and the time intervals between them depend 
upon the nature of the business and the policy of the sales 
manager. 

The series reproduced here by permission of the Rogers 
Peet Company of New York City, deserves careful study. 
The prospect had bought a suit of clothes from the firm and 
these letters aim to build up a feeling of good will between 
the firm and the customer. Observe carefully the different 
devices used to secure the lasting friendship of the prospect. 


(September 23) 


Dear Sir: 


Pleasant ref- 
erence to the 
previous sale. 

Do-It-Now ar- 


Of course, I’m always at your service, but 
it would. help a lot if you dropped in before 
the crowd gets started. 


When you think of Fall clothes, I hope you 
think of me. 


gument. 


Customer’s con- 
venience always 
in mind. 


It would make your Fall outfitting so 
easy. 

Everything’s ready now! 


Very truly yours, 
(Salesman’s signature.) 


(Six months later) 


Dear Sir: 


Friendly interest 
in the customer. 


I know you’re always glad to have a tip 
on what’s new so I am inclosing two of our 
latest suggestions. ' 


Reason for 
“ dropping in .” 


Nothing like seeing “the real thing,” how- 
ever, so I trust you’ll drop in some day soon 
to see everything else that’s new too. 


Do-It-Now ar- 
gument. 


Spring styles are all ready now. 


Very truly yours, 
(Salesman’s signature.) 


SALES LETTERS 


219 


This letter 
shows the firm's 
desire to he 
helpful , rather 
than merely to 
sell. Scotch 

Mists definitely 
suggested. 

(Six months later) 

Dear Sir: 

At your service! 

It’s a simple phrase, yet I try to make it 
mean everything it says. 

Everything for the Fall wear of men and 
boys is ready now, including the new “ Scotch 
Mists,” good for rain or shine. 

Very truly yours, 
(Salesman’s signature.) 

Sets forth the 
firm's policy of 
making every 
customer feel 
satisfied. 

(Two months later) 

Dear Sir: 

Our records indicate that we have not had 
the pleasure of serving you of late. 

While we hope our records are wrong in 
this information, yet we beg to inquire if 
anything you have ever bought was unsatis- 
factory. 

We should like very much to hear from you. 
Very truly yours, 

(Firm signature.) 

Emphasizes again 
the firm's desire 
to please every 
customer. 

(Two weeks later) 

Dear Sir: 

A week or so ago, we wrote to inquire if 
there were any disappointing features in any- 
thing you had purchased here — our records 
seeming to show that we have not had the 
pleasure of serving you of late. 

May we hope for a reply? 

Very truly yours, 

(Firm signature.) 

A third effort 
at getting 
some kind of 

(One week later) 

Dear Sir: 

Since we have not heard from you in re- 
sponse to our recent letters, we infer that one 
of two things has happened. 


220 


BUSINESS MAN’S ENGLISH 


response from the 
customer. 

The firm is will- 
ing to meet the 
customer more than 
half way. 


Either your experience with us has been 
altogether satisfactory — in which case may 
we hope for another call from you soon? 

Or something has gone wrong sometime, 
and if so we ought certainly to have a chance 
to make good. 

Won’t you give us the opportunity? 

Very truly yours, 

(Firm signature.) 


Inasmuch as this series of follow-up letters brought no re- 
sponse, the name was dropped from the mailing list for more 
than two years when another series was begun with quite a 
different method of appeal. 


A rather bold 
argument which 
can hardly fail 
to prove the 
firm's confidence 
in the customer. 

Gives specific 
directions as if 
assured that the 
customer would 
respond to the 
suggestion. 


(March 21) 

Dear Sir: 

Responsible names are always welcome on 
the books of a business house. 

We don’t know which of our stores you may 
find handiest, but if you have occasion to drop 
in this Spring, you will find a charge account 
in your name available at all four. 

This letter will not only serve to identify 
you but will assure you of the friendliest 
welcome. 

At the Warren Street Store will you be good 
enough to ask for Mr. Osterhout, the manager 
there; at 13th Street, Mr. Hill; at 34th Street, 
Mr. Magill; and at Fifth Avenue, Mr. Bab- 
cock? 

Respectfully yours, 

(Firm signature.) 

(Two weeks later) 

Dear Sir: 

You already know from our recent letter 
that we should be complimented to see your 


SALES LETTERS 


221 


Expresses entire 
confidence in 
the customer . 

Makes it easy 
for the customer 
to open the 
charge account 
without publicity. 

Avoids misunder- 
standing of terms. 


Suggests , but 
does not say, 
that other 
clothiers use 
cotton fabrics. 


The Money-Back 
argument is 
unanswerable. 

Making it easy 
to buy. 


Intended to meet 
the argument 
“ Your prices are 
too high .” 


name on our books — that we have, in fact, 
opened an account for your convenience in 
Spring outfitting. 

We want to make it quite clear that there 
will be no further formality about the account 
or any probing inquiries as to references. 

This letter or your business card will be 
sufficient introduction. 

Our bills, we might add, are rendered the 
first of the month and are due when rendered. 

Very truly yours, 

(Firm signature.) 

(Six months later) 

Dear Sir: 

Some folks say it isn’t good business to call 
attention to “the other fellow.” 

Others say it is. 

Let’s put it this way, then: 

Irrespective of whether “the other fellow” 
uses cotton or not, you’ll find no cotton here. 

Fabrics are not only all wool, but colors 
absolutely fast. “Money back, if you want 
it.” 

The charge account about which we have 
written you before, is available for your use at 
whichever one of our four stores is handiest. 

Respectfully yours, 

(Firm signature.) 


(Six months later) 

Dear Sir: 

Soon after our entry into the World War, 
certain influences in the clothing trade sought 
to stir up a great demand for cheap shoddy 
clothes poorly made, half-cotton stuff, on the 
theory that it would save wool for the soldiers. 


222 


BUSINESS MAN’S ENGLISH 


The charge account 
which was apparent- 
ly overlooked , is 
really emphasized 
by being placed 
in the postscript. 


We steadfastly stood out against it. The 
idea was visionary and impractical. Why 
waste time, labor, and wool making two cheap 
suits, when one good one, well made, would 
long out-wear those two? Nothing to it. 

With care, there is wool enough for all. The 
best thing is not to waste it. Buy good 
clothes. The best is cheapest in the end. 
Ours are not only all wool and fast color, but 
represent the highest type of tailoring. 

Respectfully yours, 

(Firm signature.) 

P. S. We shall be glad to charge your pur- 
chases. 


EXERCISE 1 

1. You have a mailing list of professional men and women. As 
sales manager for a local firm dealing in leather goods, you wish to 
interest these men and women in a special type of traveling bag. 
Prepare a sales letter to circularize this list, using some of the selling 
points suggested below: 

Durability (give details of construction). Lightness of weight. 

Convenience of pocket arrangement. Stylish design. 

2. As tourist agent for the Great Northern Railway Company, 
St. Paul, Minn., prepare a letter designed to arouse interest in a trip 
to Glacier Park, Montana. (If the teacher prefers, this tourist letter 
may be written about some place of greater local interest.) 

3. You are sales manager for the Stuart Manufacturing Company 
of your city, which makes the Instanter Fire Extinguisher. Your 
company furnishes dealers with form sales letters which may be 
filled in and sent out to prospective buyers. Prepare such a letter 
to be addressed to automobile owners. Feature some of the following 
selling points, or others that may suggest themselves: 

Portability Quick action 

Reliability Moderate price 

1 It is suggested that not more than one of these letters be required in 
any one assignment. These letters should be read to the class by the teacher 
and discussed to bring out the strong and weak points. The letters should 
then be rewritten. 


SALES LETTERS 


223 


4. Prepare a good sales letter to be sent to office men to introduce 
a new pencil sharpener. Select your selling points with care. 

5. You wish to interest housewives in the Challenge Electric Iron 
which retails at $6.50. Write a sales letter which may be multi- 
graphed for use in a direct advertising campaign. 

BIBLIOGRAPHY 

Effective Business Letters , E. H. Gardner, The Ronald Press Co. 

How to Write Business Letters , W. K. Smart, A. W. Shaw Co. 


CHAPTER XVIII 


THE ENGLISH OF SELLING 

ORAL SALESMANSHIP 

It is not to be expected that a study of this chapter will 
make you an efficient salesman — only actual experience will 
do that. You can learn many points, however, that will be 
of great advantage to you if you should decide to take up 
salesmanship in some one of its numerous forms. 

Fundamental principles. If you have mastered the chap- 
ters on Advertising and Sales Letters, you have the funda- 
mental principles for good oral salesmanship, since the prin- 
ciples of attracting attention, arousing desire , convincing the 
prospect , and impelling to action, hold good no matter what 
form the sales effort takes. 

Advantages. Personal salesmanship has one great advan- 
tage over the other kinds of selling — the salesman has his 
prospect before him and he can vary his talk according to the 
responses which he gets from the prospect. If one line of 
argument does not seem to be effective, he can use another. 
This cannot be done by the writer of advertisements or sales 
letters except after costly experimentation. 

Creating good will. The right kind of salesman will create 
a liking for the house he represents through his own personality 
and his manner of handling customers. This is an aim a 
good salesman always has in mind even when he knows he 
will not make an immediate sale. A friendly talk with a 
customer showing an appreciation of his problems and his 
difficulties often goes far toward making a subsequent sale 
easy. 


224 


ORAL SALESMANSHIP 


225 


The approach. Before seeing a new prospect, a good sales- 
man learns all he can about the man — his likes and dislikes, 
and his peculiarities. If he can open the conversation with 
something about the thing in which the prospect is particu- 
larly interested, so much the better. A traveling shoe sales- 
man, finding a dealer busy unpacking and marking a consign- 
ment of rubbers, might very properly open the conversation 
by congratulating the dealer on his good fortune in securing 
such a good stock when manufacturers are so far behind with 
their orders. It should be an easy matter to shift the talk to 
shoes after such an opening. 

Convincing the prospect. Find out what your prospect 
really needs or what he considers most important. Then lay 
emphasis on the point — stylish cut, sensible last, durability, 
finish, or prompt delivery — which will impress him most. Get 
the cue for your line of argument from what he says and the 
questions he asks. 

It is a mistake to disparage the goods of another make, 
but the salesman may properly point out the particular ways 
in which his own article is superior. If the buyer gets the 
idea that the salesman is unfair even in little matters, he 
may consider the salesman untrustworthy and refuse to buy. 

Closing. No two men can be “ closed” in exactly the same 
way. Most men, however, are influenced by the suggestion 
that the offer now made may be withdrawn at any time. If 
the trend of the market is upward, this may be used as an 
incentive for immediate action. An appeal to pride, or the 
desire to be exclusive, may be used to advantage with a cer- 
tain type of customer. Above all things, do not make your- 
self obnoxious if you cannot make the sale. Remember that 
you may want to sell this same man something next month 
or next year. 

Mistakes to avoid. Don’t appear too hasty in your con- 
versation. It takes time to convince a man and close the sale. 

Don’t mispronounce your customer’s name. Don’t be satis- 


226 


BUSINESS MAN’S ENGLISH 


fied to pronounce it as it is sometimes pronounced, but do it 
his way every time you say it. 

Don’t allow yourself to become angry over any irritating 
things he may say. 

Don’t spend all your time explaining the mechanism of 
your article to a man who is interested only in what the thing 
will do. 

EXERCISE 

Many of the names in the following list have more than 
one correct pronunciation. Every name in the list is trouble- 
some in some way. Be prepared to report to the class the 
correct pronunciations of each name. 


Evans 

Worcester 

Duryea 

Low 

Lyon(s) 

Cummin(s) 

Weeks (Wicks) 

Reeve (s) 

Koch 

McLeod 

McMahon 

McNamara 

Suydam 

Hough 

Muller 

Griffith(s) 

Guyot 

Griswold 

Adolph 

Plough 

Haas 

Hobbs (Hubbs) 

Perine 

Osborn 

Koenig 

Kahler 

L’Ecluse 

L’Hommedieu 

Boas 

Soule 

Levy 

Hoag 

Loeb 

Loew 

Buchacek 

Mayer 

Grosvenor 

Rowe 

Campbell 

Schoenfeld 

Barrett 

Vecchio 


EXERCISE 

1. Which of the four steps would be most prominent in selling an 
automobile to a farmer who has never owned one? To a doctor who 
has had several? 

2. What argument or facts would you present to convince a store- 
keeper that he needs a cash register? 

3. What would be your strong selling point in presenting dollar 
pencil sharpeners to the business men in a large office building? 

4. What would you emphasize in selling an electric iron to a house- 
wife? Nitrogen bulbs to a shopkeeper who has a window display? 


ORAL SALESMANSHIP 


227 

5. What are the strong talking points for a correspondence school 
course? A player piano? 

6. What would you emphasize in obtaining subscriptions for a 
fashion magazine from housewives? For a trade journal from busi- 
ness men? 

7. What are the good points to emphasize in selling shoes to women? 
To men? 

ORAL REPORT 

Be prepared to give, before the class, an oral report on the 
topic assigned to you from the list below. 

1. How fire insurance losses are adjusted. 

2. How the methods of the salesman who covers the same territory 
regularly, differ from those of the convasser. 

3. Opportunities for young men in secretarial work. 

EXERCISE 

Write out and bring to class an outline showing the main 
selling points which you would emphasize in selling one of the 
articles listed below (a) to a merchant who is a regular cus- 
tomer of yours, (b) to a merchant who has never bought such 
an article from any one. 

Be prepared to give the complete sales talk before the class. 

A line of fountain pens Box candies 

Ingersoll watches Cereal Dainties (a 

A fine of Yale locks breakfast food) 


EXERCISE 

1. You are putting on the market a new make of shoe for men 
and women. The Mercer Shoe is the name you have adopted for 
the new design. 

(a) Write advertising copy suitable for a woman’s magazine. 

(b) Write suitable copy for a man’s magazine. 

(c) Write a good letter to be sent to dealers, setting forth the 
superior qualities of the Mercer Shoe and telling them of 
the advertising campaign that you are carrying on in several 
magazines which you mention by name. Make quality and 


228 


BUSINESS MAN’S ENGLISH 


design your selling points rather than low price. Fix the 
retail prices and quote the dealer prices that will enable him 
to make 30 per cent on the initial order. 

2. You are making a drive for increased sales for your Perfection 
Bread which has been on the market about three months. Plan a 
series of three follow-up letters each of which will develop a different 
selling point. These letters are to be sent to every housewife in the 
community where the drive is taking place. Some of the points 
that you might feature are: the cleanliness of your bakeshop, the 
double sized loaf, the superior flavor, the reliable delivery system, 
the waxed paper wrapping to insure freshness. 

EXERCISE 

1. Write a sales letter “To the Trade” to accompany the Peerless 
Supply Company’s latest catalog of shelf hardware. Be sure you 
know what shelf hardware is. Call special attention to the new line 
of pocket knives, known as Razor Edge, which you are just bringing 
out for the first time. Make the Razor Edge your leader and write 
a strong letter that will get business. Remember the letter is to the 
trade, not to individual consumers. 

2. R. M. Bennett, 45 Seneca St., Schenectady, N. Y., writes re- 
garding your best price on a trial order of 5 doz. Razor Edge knives, 
assorted sizes. Write his letter. 

3. Write, for the Peerless Company, a suitable reply. It might 
be well to offer some special inducement like taking back all unsold 
stock after a certain time, or replacing any knife found defective in 
workmanship or material. Quote prices that are suitable. Easy 
terms would be an added inducement. 

4. Write Bennett’s order for the knives and 3 doz. Maydole Ham- 
mers, 11 oz. 

5. Acknowledge his order. 

6. Notify him of the shipment and inclose the invoice, using 
suitable prices. Inclose B/L with your letter. 

7. Under date of the first of the subsequent month, send Bennett 
a statement of account. 

8. On the first of the following month, send a second statement 
with request for payment. 

9. Ten days later, write a letter requesting payment on a certain 
date. 

10. Write as sharp a letter as possible and still retain Bennett’s 
trade. Use appropriate date. 


ORAL SALESMANSHIP 


229 


11. Notify him that you have drawn on him at sight. Under suit- 
able date, draw the draft to be left at your bank for collection. 

12. Your draft has been dishonored. Notify Bennett that you 
are about to put the account in the hands of your attorney for col- 
lection. 

13. He sends check. Acknowledge the payment. 


CHAPTER XIX 


FORM LETTERS AND FORM PARAGRAPHS 

The great expense of dictating and typing every letter 
separately has led firms with extensive correspondence to de- 
vise methods of lessening the unit cost of such letters. The 
methods which are in common use are mentioned below. 

Hektograph. This is a very quick method of duplicating a small 
number of letters — 25 or less. It is not of much value for permanent 
work, but is useful for issuing instructions which must be sent out 
on short notice. 

Facsimile typewriter type. Any printer can produce a letter which 
has something of the appearance of a typewritten letter, but this 
form of duplication is not much used by high class firms because it is 
too easily distinguished from real typewriting. 

Mimeograph, or similar duplicators. This form of letter looks more 
like real typewriting than the printed letter, and is extensively used 
for the duplication of letters which are to be put out in large quanti- 
ties without change of wording. 

Multi graph. Letters produced by this and similar machines have 
a very close resemblance to typewritten letters. The printing is 
done from facsimile typewriter type. The multigraph is inked by 
means of a ribbon which exactly matches that of the typewriter, thus 
making it almost impossible to detect typewritten addresses and other 
parts of the letter that may have been filled in. This method is much 
used for letters which are to be produced in large quantities. 

Form letters. Letters produced by any one of these methods 
are known as form letters. Mimeographed and multigraphed 
letters may be given the appearance of personal letters by 
having the date and address filled in on a typewriter, the 
ribbon of which exactly matches the duplicating. These let- 

230 


FORM LETTERS AND FORM PARAGRAPHS 231 


ters are then separately signed with a pen. Letters produced 
in this way and sent out under first-class postage are not 
likely to be considered worthless by the reader. Form letters 
may be divided into three classes: the simple form letter, the 
circular letter, and follow-up letters. 

Simple form letters. The distinctive feature of this kind 
of form letter is that it is sent out singly, that is, not in a 
series; and that it may be sent to Mr. Morton today and to 
Mr. Bishop tomorrow. Some of the commoner uses are: 

1. To acknowledge an order or a remittance. For this purpose, 
however, it is not uncommon to use printed forms with blanks to be 
filled in with pen and ink. 

2. To answer inquiries. 

3. To explain a delay in shipment. 

4. To investigate the records of applicants for positions. The 
managers of department stores, and others who employ many per- 
sons, frequently send such a questionnaire to the references named 
by the applicant. 

Circular letters. Care should be taken not to confuse cir- 
culars with circular letters. Circulars are printed announce- 
ments or advertising, not in letter form, which are sent as 
third class mail unsealed. Circular letters are letters , printed, 
multigraphed, or mimeographed, which usually have the date, 
address, and salutation filled in, and which are now commonly 
sent as first-class mail. The distinctive feature of the circular 
letter is that many copies are sent out at one time on some 
special occasion. A circular letter may be used 

1. To instruct agents or subordinates, when the same information 
is to be conveyed to many employees, as on a railroad. 

2. To announce a special sale. 

3. To inform customers who sent in late orders, that the special 
sale goods are all sold. 

4. To announce a change of management or a change of location. 

5. To announce matters of general interest to dealers. Such letters 
bear the salutation, “To the Trade.” 

6. To accompany a catalog. This is a sales letter and is frequently 


232 


BUSINESS MAN’S ENGLISH 


placed loose in the catalog, near the front where it can hardly 
fail to be seen when the catalog is opened. 

Follow-up letters. The essential feature of these form 
letters is that they are sent out in a series to each addressee. 
The series may consist of only two or three letters, or as 
many as ten or twelve, depending upon the nature of the 
subject-matter and the class of persons addressed. It is the 
cumulative effect of such a series that is desired. These 
letters are almost invariably sent first-class. Follow-up letters 
are commonly used 

1. To conduct a sales campaign. The mailing list for such a cam- 
paign may be made up from inquiries received from advertisements 
in magazines, or elsewhere. 

2. To urge the payment of overdue accounts. (See Credits and 
Collections.) 

3. To urge the renewal of a subscription to a periodical. One 
monthly magazine sent a series of six letters, each making a different 
offer, but each aiming at the same object — the retention of the name 
on the subscription list. 


ORAL REPORT 

Be prepared to give, before the class, an oral report on the 
topic assigned to you from the list below. 

1. Explain the process of copying letters by the letter press and 
tell why it has been largely displaced by the carbon process. 

2. Explain the different methods of processing form letters, illus- 
trating with actual business letters that you have collected. 

3. Explain the advantage of the addressograph. 

Form paragraphs. The use of the form paragraph is an 
effort to combine the advantages of the form letter with the 
advantages of the personal . letter separately typed. This is 
done by devising form paragraphs which can be used in con- 
nection with original paragraphs in a letter, the whole letter 
then being typed as though it were specially dictated. 

These form paragraphs are written with great care and 


FORM LETTERS AND FORM PARAGRAPHS 


233 


indexed for quick reference. When a letter has been received 
that requires one of these typical answers, the dictator may 
give the letter a personal touch by an original sentence or 
two at the opening, after which he simply indicates by num- 
ber what paragraphs are to be used for the rest of the letter. 
Any changes, like the insertion of dates or of stock numbers, 
are usually indicated at this time. The typist then tran- 
scribes the opening sentence as dictated to her and copies 
the form paragraphs indicated. 

Form paragraphs save time in two ways: The dictator can 
indicate form paragraphs faster than he can compose original 
ones, and the typist can write familiar matter much faster 
than she can transcribe stenographic notes. Such paragraphs, 
furthermore, are almost certain to be superior in form and 
tone to any that are composed in the rush of getting out the 
mail. 

The following letters show how form paragraphs were used 
by The Review of Reviews Company in advertising their 
magazine. 

Dear Sir: 

To date over 1000 teachers who used the Review last year 
have renewed its use. Excellent reasons for their repeated choice 
of this monthly are found in the educational booklet I sent you 
yesterday. Did you receive it? 

“Without doubt the innumerable contributed articles of the 
Review, mostly historical in nature, offer ideal supplementary 
material for history courses. All of my ancient and mediaeval 
history courses, once “dead,” are now vitalized by modern inter- 
pretations from the Review,” asserts Prof. Emswiler of Columbus, 
Ohio. 

In every sort of school — boys’ preparatory, co-educational, 
girls’ schools and colleges, normal schools, military schools, high 
schools in towns of 1000 upward to the 29 high schools of this 
city — 3500 schools of every variety, the Review made good, 
yielding “results gratifying beyond expectations,” said Prof. 
Sawyer, University of Washington. 


BUSINESS MAN’S ENGLISH 


Costing one third less, requiring only half as much time, 
covering only vital matters, the Review should be your choice 
this year. A fair trial in one of your classes will be well worth 
while. Shall I send you a sample copy of the October issue? 

The rate is 15 cents per copy monthly, $1.20 for 8 months, or 
pro rata for less. Free Teachers’ Service and desk copy are in- 
cluded. 

Will you not start the use of the “most suitable of all maga- 
zines” promptly? 

Most sincerely, 

Dear Sir: 

To date over 1000 teachers who used the Review last year 
have renewed its use. Excellent reasons for their repeated choice 
of this monthly are found in the educational booklet I sent you 
yesterday. Did you receive it? 

“The Review offers the finest expository material of any 
American magazine, and exposition is the most important branch 
of English taught today,” said Prof. Lyman, of the University 
of Chicago recently. 

In English courses of every sort of school — boys’ preparatory, 
co-educational, girls’ schools and colleges, normal schools, mili- 
tary schools, high schools in towns of 1000 upward to the 29 
high schools of this city — 3500 schools of every variety, the 
Review made good, yielding “results gratifying beyond expec- 
tations,” said Prof. Sawyer, University of Washington. 

“The Review is perfectly adapted to a four weeks’ course of 
study. Its Teachers’ Service makes practical plans possible. 
Clear, direct, accurate, and permanent in value, it is worth 
while devoting time to its contents,” observed Miss Poler, of 
Attleboro (Mass.) High School. 

Costing one third less, requiring only half as much time, cover- 
ing only vital matters, the Review should be your choice this 
year. A fair trial in one of your classes will be well worth while. 
Shall I send you a sample copy of the October issue? 

The rate is 15 cents per copy monthly, $1.20 for 8 months, or 
pro rata for less. Free Teachers’ Service and desk copy are in- 


FORM LETTERS AND FORM PARAGRAPHS 235 

eluded. Will you not start the use of the “most suitable of all 
magazines” promptly? 

Most sincerely, 

ORAL REPORT 

The teacher will assign the topics below to different pupils 
who will present their oral reports at the time appointed. 

1. How an inventory is taken, and when. 

2. What it means to have a note “go to protest.” 

3. Opportunities for young men and women in banking. 

EXERCISE 

Choose four of the articles listed below and write the open- 
ing paragraph of a letter intended to sell each article by direct 
advertising. 

1. Magazine subscription or renewal. 

2. A book or a set of books. 

3. Mimeograph or other duplicating device. 

4. A vacuum cleaner. 

5. A stamp affixer. 

6. A type writer. 

7. A house or a building lot. 

8. Wearing apparel shown in a catalog sent with the letter. 

EXERCISE 

1. The Parks Music Company, of York, Nebraska, has just pub- 
lished a series of six music books particularly suitable for male quar- 
tet work. An average of 25 selections in each of the six books. Sold 
for $.50 each or in lots of five of the same number for $2.00. 

The company has a mailing list of 2000 public school music teachers 
and private teachers of vocal music, in your state. You have been 
asked to prepare suitable folders and a strong form letter which can 
be filled in before sending to the prospects. If you were buying books 
for a quartet, would you care to know just what selections were in 
No. 1, 2, 3, 4, 5, 6 of this series? Should this information be in the 
letter or in the folder? In the matter of payment, would it be wise 
to suggest a charge account when the amount involved is only $2.00? 


236 


BUSINESS MAN’S ENGLISH 


Write printer’s copy for suitable folders and prepare a form sales 
letter which aims to sell the books on the “cash with order ” plan. 

2. Choose the two best form letters of those read in class. Ask 
yourself as a letter is being read 

Does it attract attention? 

Does it arouse interest? 

Is it convincing? 

Will it prompt the reader to buy the music books? 

3. Explain how you could test the pulling power of each of these 
two letters by using say a hundred random names from the mailing 
list. 


CHAPTER XX 


THE SUPERVISION OF CORRESPONDENCE 

A number of concerns like The B. F. Goodrich Rubber 
Company, The Larkin Company, Norton Company, and 
Thomas A. Edison, Inc., employ a man who devotes his 
whole time to improving the letter output of his firm. Such 
a man is called a supervisor of correspondence, or a corre- 
spondence critic. 

Aims of supervision. The supervisor of correspondence aims 
to attain four great objects; namely, 

1. To improve the form of the firm’s letters 

2. To see that no letter contains faulty English 

3. To build up the good will of the firm 

4. To reduce, if possible, the unit cost of letters 

Improving the form of the letter. Several large firms put 
into the hands of every new office assistant a correspondence 
manual or a series of booklets which she is required to master. 
These aim to make it easy for the new typist to learn the 
form of letter that has the approval of the correspondence 
supervisor. The letter reproduced on page 238 is taken 
from a booklet issued by The B. F. Goodrich Rubber Com 
pany. 

The first letter written by a new typist is scrutinized very 
carefully by the correspondence supervisor or critic, and every 
error is marked. After the errors have been discussed, the 
letter is given back to the operator to be retyped. If it is 
then in approved form, it goes to the proper person for his 
signature. 


237 


BUSINESS MAN’S ENGLISH 



The B.F. Goodrich Rubber Company 



Rubber 


OF EVERY DESCRIPTION 


Akron, Ohio 
January •!, 1920 


The E. L. Hiteman Company, 
34 North Meridian Street, 
Indianapolis, Indiana. 


Gentlemen: 

ATTENTION STENOGRAPHERS UNIFORMITY OF LETTERS 

As we desire uniformity of style In arrangement of 
all letters that leave our office, we ask that you 
please use this letter as a model for future corre- 
spondence. 

The date and reply reference (dictator's Initials 
and floor space number - or hi 3 initials and depart- 
ment number, if he has no space number) should be 
placed exactly as shown on this model. 

Begin addressing customer two spaces down ’from re- 
ply reference. When letter is to go to a customer 
in a small town, and no street address Is needed, 
show city on the second line and state on the third 
line. 

Left hand margin of paragraphs must be in line with 
the heading; double space between paragraphs. 

In closing, use the phrase "Yours very truly," (or a 
phrase’ chosen by dictator) starting a little to the 
left of the middle of the’ sheet. Sign "THE B. F. 
GOODRICH RUBBER COMPANY," starting underneath the 
"Y" of "Yours." 


Yours very truly 



THE B. F. GOODRICH RUBBER COMPANY 


LAM 

WOZ 



THE SUPERVISION OF CORRESPONDENCE 239 

The letter reproduced below is the work of an inexperienced 
typist and shows how the correspondence supervisor might 
indicate his corrections and suggestions. 


s. 


S: * ***** 


£ucar Sir:^> 


(So. 


ocust avenue 

J&. 5 , , 

Louie Mo. 


or li 


The 

Saf^y Razor| 
l£o foiQwarl 
These 
been introc 
ureolate 
aser secure 


the 


920 . 


:er which you -sand ue for four y/\ dozen Glide 
3 has been entered for immeydiate shipment. T* 
to you hy express tomorrow. 

razors have proved to he very popular wherever 

s' 

uced and we fe&l sure that your trade will app 


Easy 
ey will 


privilege ot d $$) exchanging razors till each 
a a blade particularly suited to his beard. 

Very zfruly j[om 

& ' 

Smith -and Jaohson Mfg 


CM 


CURIAS 



they have 

puroh- 




A letter marked by the correspondence supervisor and 
returned for retyping. 



240 


BUSINESS MAN’S ENGLISH 


Improving the English of letters. This is largely a matter 
of training the dictators, but the stenographers must also know 
good English and must be able to punctuate and paragraph 
well. The following are some of the faults which the super- 
visor would indicate as errors of English. 


Lack of clearness 
Wordiness 

Awkward construction 
Weak opening 
Weak closing 


Involved sentences 
Incorrect use of words 
Incoherent arrangement 
Unpleasant repetition 
Incomplete information 


This part of the supervisor’s work is of great importance. 
Several chapters in this book have been devoted to the points 
indicated above. 

Building the good will of the firm. Perhaps in no other 
way can a supervisor of correspondence serve his firm better 
than by creating and strengthening the good will of the com- 
pany. He should see that every letter is courteous in tone 
and that it breathes the spirit of fairness and willingness to 
serve. 

Reducing letter cost. The unit cost of letters varies greatly 
with different firms. Some companies estimate it at 12 cents 
while others declare that the cost of their letters averages 
more than 40 cents. It is desirable to reduce the unit cost 
of letters when this can be done without reducing their ef- 
fectiveness. The supervisor aims to do this by helping the 
dictators to use concise language which is at the same time 
clear and free from the common faults. The supervisor can 
do much to reduce the letter cost by training typists to com- 
pose letters from simple notes. 

A really efficient office assistant should be able to answer 
routine correspondence from a few notes clipped to the original 
letters. For example, a sales manager handed his stenog- 
rapher a letter with the following memorandum attached: 
“Mail acceptance to Archer; 5000 Benton 5 lb 62 x 82 $5.75 


THE SUPERVISION OF CORRESPONDENCE 


241 


net cash ten days; to be delivered as fast as possible and 
complete order in about 3 mo.” 

Below is the letter which she produced for his signature. 

Archer Textile Company 
234 Broad Street 
Newark, N. J. 

Gendemen: 

We hereby accept your order for 5000 Benton Blankets 5 lb. 
62 x 82, at $5.75, terms net cash 10 days, f. o. b. Philadelphia, 
deliveries to be made as fast as possible, and the order to be com- 
pleted in about three months. 

It is understood that you will furnish us with the regular bank 
guarantee, in which the bank agrees to honor our 10-day trade 
acceptance as each shipment is made. 

The order is accepted subject to the usual unavoidable condi- 
tions, such as strikes, fires, government requirements, or causes 
beyond our control. 

Very truly yours 

Benton & Co. 

ARS:G By 

There is always a good demand for young men and women 
who can handle correspondence in this way. They receive 
better pay than the ordinary office assistant and are usually 
in direct line of promotion to the more responsible positions. 

EXERCISE 

1. Bring to class real sales or adjustment letters which have been 
received by your parents or others, being careful to avoid letters 
whose contents should not be disclosed. Discuss such of these letters 
as the teacher reads to the class and indicate in what respect they 
may be improved. 

2. From notes taken in class, write one of these letters in your own 
language, avoiding any weak points of the original. 

3. Study the form and content of the sales letter which the teacher 
has duplicated for you and bring to class your revision of it. Be 
careful to make your revision conform to the principles of good sales 
letters. 


242 


BUSINESS MAN’S ENGLISH 


ORAL REPORT 

The teacher will assign the topics below to different pupils 
who will present their oral reports at the time appointed. 

1. The comparative advantages of different kinds of artificial light. 

2. How a weekly time sheet is kept. 

3. How some firms type the original bill, the packing list, and 
the package label, all at one operation. 


CHAPTER XXI 

LETTERS OF INTRODUCTION AND 
RECOMMENDATION 

LETTERS OF INTRODUCTION 

A letter of introduction is used to make two friends of the 
writer acquainted with each other. If you were about to 
locate in St. Louis and were entirely unacquainted with the 
business men of that city, your present employer might give 
you a letter of introduction to a friend of his who is in business 
there. This letter would probably be given to you unsealed. 
You should call upon the addressee and present your letter 
in person at a time when he will have a few minutes to talk 
with you about your plans. He may then be able to put you 
in touch with business men who will probably be interested. 

Essentials. Brevity and sincerity should mark the letter 
of introduction. The occasion for the letter should be men- 
tioned and just enough information should be given to form 
a starting point for conversation at the time the letter is 
presented. The following is suggestive of what a letter of in- 
troduction should contain: 

Dear Mr. Rice: 

This will introduce to you the bearer, Mr. Anson M. Cross, 
who has until recently been employed by the H. G. Munger Co., 
of this city, as credit man. Family conditions make it necessary 
for him to obtain similar employment in St. Louis. 

I have known Mr. Cross for several years. He is thorough and 
reliable and particularly capable as a silk buyer. He merits 
your confidence. I shall be grateful to you if you can assist 
him in any way. 

Sincerely yours, 

243 


244 


BUSINESS MAN’S ENGLISH 


In addition to the usual address, the envelope should bear, 
in the lower left-hand corner, the words: 

Introducing 
Mr. A. M. Cross 

Acknowledgment. It is always proper, but not absolutely 
necessary, for the addressee to acknowledge a letter of intro- 
duction. Care should be taken not to introduce two of your 
friends unless it is reasonably certain that such an intro- 
duction will be agreeable to both. It would be improper, of 
course, to attempt to introduce a friend of yours to a person 
whom you do not know personally. 

Do not fall into the error of saying, “This will introduce 
you to Mr. Wilford Hall.” 


EXERCISE 

1. A friend, who is a bookkeeper in a hardware store in your place 
is obliged to move to Chicago so that his wife may care for her widowed 
mother. Give him a letter of introduction to George V. Peters, 1156 
Michigan Ave., Chicago. Prepare and address a dummy envelope; 
i. e. a piece of paper cut 3^x6^ inches. 

2. The Consolidated Southern Iron Company, of Birmingham, Ala., 
permits very few visitors to go through its plant. Alexander Cronin 
is about to visit Birmingham and is very eager to see the hoisting 
and conveying apparatus used by this firm. Write a letter introduc- 
ing him to the president of the company, J. M. Van Sickle, whom 
you have known for many years. 

3. Merritt Connors, manager of a leading paper of your nearest 
large city, has written asking your help in finding a stenographer who 
is really competent to answer routine correspondence without dic- 
tation and who can write well-phrased letters from brief memoranda. 
Write a letter that Mary Reed may present when she applies to Mr. 
Connors in person. 

LETTERS OF RECOMMENDATION 

Letters of recommendation are of two kinds — those ad- 
dressed to particular individuals and those intended for any- 


LETTERS OF RECOMMENDATION 


245 


one who may happen to be interested. Naturally the first 
kind is more definite and, for this reason, carries more weight 
than the less definite letter addressed “To whom it may 
concern.” 

General letters of recommendation are written at the re- 
quest of the applicant. A special letter of recommendation 
may be written to a particular employer at the request of 
the applicant, or it may be written in reply to an inquiry 
or questionnaire sent by the employer to a reference whose 
name the applicant has given. Employers give more weight 
to the special than to the general letter, because it gives more 
definite information. 

Form. The special recommendation usually takes the form 
of an ordinary letter, but the general recommendation has a 
form of its own. 


General Recommendation 

Cedar Rapids, Iowa, 

May 14, 19 — . 

To Whom It May Concern: 

James Taggart has been in our employ for about two 
years, as a billing and shipping clerk. He comes of a good 
family, is prompt and courteous, and has a good elementary 
education. He is leaving our employ of his own accord. 

Henry Barton 

Mgr. B. & J. Clothing Co. 

It is unusual to use the word you in such a letter because 
the recommendation is not directed to any definite person. 
For the same reason it is not necessary to use a compli- 
mentary close. 


CHAPTER XXII 


LETTERS OF APPLICATION 


Letters of application are essentially sales letters, the ap- 
plicant being the seller, the employer the buyer, and the 
applicant’s services the commodity sold. All the principles 
of sales letters apply to letters of application. 

The right attitude. Since the letter of application is a 
sales letter, the writer should get the employer’s viewpoint. 
This does not mean that you must appear in every sentence 
and that I must not be used at all. It does mean that the 
applicant must try to see the requirements of the position as 
they are in the mind of the employer, and then endeavor to 
make his application meet those requirements as exactly as 
possible. A well written letter of application should make 
the employer say to himself, “This is the man I am looking 
for,” not “I have the job this fellow wants.” 

Strong opening and closing. Aim to use these emphatic 
positions to the best advantage. Begin and end your applica- 
tion with positive statements. Do not fall into the common 
error of using the weak participial phrase at these vital points. 


Weak 

Having seen your ad in the 
Journal for a stenographer and 
typist, I wish to be considered 
an applicant for the position. 


Improved 

I believe my qualifications and 
experience fit me well for the 
position of stenographer and 
typist which you advertised in 
today’s Journal. 


Phrases to avoid. Some of the following expressions are 
positively wrong; others are correct, but overworked. It is 
better not to use any of them. 

246 


LETTERS OF APPLICATION 


247 


Your ad in the “ Record-Times.” Never use ad for advertisement 
in an application. Capitalize the name of the newspaper, but do not 
use quotation marks. 

A position of clerk. Say, “ A position as clerk,” or “The position 
of clerk.” 

I am a graduate of B. F. H. S. Write the school name in full. 
Your employer may not know what the letters stand for. 

My recommends. Recommend is a verb, not a noun. Say, “My 
recommendations. ’ ' 

For reference I refer to. . . . Simply say, “I refer to . . . ,” or 
“I am permitted to refer to. . . .” 

A young man of 17 years of age. Say, “A young man 17 years 
old,” or “A young man of 17 years.” 

Salary no object. State definitely what you expect or make no 
mention of salary. 

Not afraid of work. Say, “I am industrious,” or “I am willing 
to work hard.” 

No opportunity for advancement. Do not get the idea that every 
application must contain this expression. Whenever you can do so, 
give a more original reason for wishing to leave your present position; 
such as distance from your home, your preference as to kind of work, 
etc. 

Make an application. Say, “I wish to make application,” not 
“I wish to make an application.” 

General hints. Use plain paper of business size. Avoid 
hotel, club, and society stationery. 

Type your letter because you can say so much more with- 
out making the letter appear too long. If a specimen of your 
penmanship is desired, show it on a separate sheet. 

Never send a letter of application that gives evidence of 
erasures, strike-overs, soiled spots, or blots. Retype your 
letter till it is as perfect as you can make it. 

In replying to a blind advertisement, use the address given 
and the salutation Gentlemen. 

State definitely just what position you are applying for, 


248 


BUSINESS MAN’S ENGLISH 


because the firm may be advertising at the same time for 
many kinds of help. 

Make your application cover every point mentioned in the 
advertisement. 

Type duplicates of your recommendations and mark them 
“Copy.” Do not send originals. Most employers consider 
a general recommendation “To Whom It May Concern” of 
less value than the name of a reference of whom they may ask 
specific questions regarding your fitness for the particular 
position under consideration. 

Give the exact mail address of each reference. It is al- 
ways best to obtain permission to use the name of a reference. 

References. Care should be taken in choosing the persons 
to whom you refer in your letter of application. They should 
be persons who know about your ability and your experience 
and whose opinion will be valued by your prospective em- 
ployer. Avoid using ministers as references because many 
business men feel that they are too free in their praise of 
applicants. 

The following letters and questionnaires sent to references 
show how thoroughly an applicant’s qualifications and past 
record are investigated. 

From a National Bank 

Dear Sir: 

We have under consideration for employment, Mr. Leon 
Miller, of Pasadena, California, who has given your name as a 
reference. 

Will you kindly write us in confidence, as soon as convenient, 
your opinion of the applicant, together with any other informa- 
tion which may be of use to us in determining whether or not he 
would be a desirable addition to our staff? We should be pleased 
to learn of his family connections, his character, ability, and 
willingness to work. 

If you know of any reason why we should not favorably con- 
sider the application referred to, we shall appreciate the cour- 
tesy of your advice. 


Very truly yours, 


LETTERS OF APPLICATION 


249 


Principal of High School. 

Dear Sir: 

Mr has applied for a position with our firm 


and refers to you, stating that he attended your school for 
years. 

Kindly inform us whether the above statement is correct. 
We will hold in strict confidence a frank expression from you of 
your knowledge and opinion of his ability, integrity, character, 
habits, and failings. Do you consider him a desirable person 
for employment by this house? 

Very truly yours, 

From a Bonding House 

Dear Sir: 

Mr has applied for a position of trust and 

gives your name as a reference. Will you kindly give us, as 
soon as possible, the information called for below? Anything 
you may say will be considered strictly confidential. 

How long have you known the applicant? 

What opportunity have you had to judge his fitness for this 
position? 

Is he related to you by blood or marriage? 

Is he under financial or other obligation to you? 

What is the character of his associates? 

Have you ever heard of his drinking? Speculat- 
ing? Gambling? Spending money ex- 
travagantly? ♦ 

Does he live within his means? 

What financial obligations has he? 

Is his character thoroughly sound? 

Do you recommend him as a proper person to be intrusted 
with other people’s money? 

(Signed) 

How applications are “ sifted.” A single advertisement 
may bring in a large number of responses. Below are given 
some of the faults which may eliminate letters of application 
in the sifting process. Applications revealing such faults 
may have been written by persons well qualified for the posi- 
tions to be filled, but their letters fail to show their fitness. 


250 


BUSINESS MAN'S ENGLISH 


Carelessness, as shown by dirty paper, strike-overs, blots and bad 
erasures, incorrect spelling of the employer’s name or of com- 
mon words, or failure to give the exact information asked for. 

Poor training, as shown by incorrect folding of the letter, incorrect 
language, or the overworking of common expressions. 

Undesirable characteristics, as shown by a begging attitude or by 
boastfulness. 

Disregard of the employer’s viewpoint. Too little information is 
sometimes given to enable the employer to judge the fitness of 
the candidate. He must then write for more information or 
refuse to consider the application. Such applications are usually 
rejected at once. 

Disregard of the principles of salesmanship. Do not say, “I have 
had no experience.” Emphasize rather your excellent prepara- 
tion and the strong desire you have for the kind of work offered. 
No good salesman emphasizes the shortcomings of the article 
he is selling. If you really have not had the preparation which 
the position demands, do not make application. 

Answering blind advertisements. The use of the blind ad- 
dress, such as Box 67, care Herald, indicates that the ad- 
vertiser wishes to eliminate those applicants that are obviously 
unfit for the position, before he has any of them apply in 
person. In replying to such an advertisement, it is usually 
best to write as briefly as possible and yet touch upon every 
point mentioned in the advertisement. 

Brief applications. Just as the first sales letter frequently 
does not attempt to tell the whole story, but depends upon 
follow-up letters to complete the transaction, so the letter of 
application may sometimes be written in briefest outline, 
much dependence being placed upon the follow-up in the form 
of an interview. This is particularly true when you are reply- 
ing to a classified advertisement for a position as sales girl, 
errand boy, and the like, where personal appearance and pleas- 
ing manner are of as much importance as schooling. There 
will almost certainly be a large number of applicants for such 


LETTERS OF APPLICATION 


251 


a position and about all that you can hope to do through 
your letter is to have your name listed among those selected 
for a personal interview. 


Help Wanted 

OFFICE ASSISTANT over 18, to re- 
ceive callers, answer telephone, and 
help with office work. Give age, educa- 
tion, experience, and salary expected. 

Box 34, News Office. 

A Good Brief Application 

216 Florida St. 
Buffalo, N. Y. 
June 29, 19- 

Box 34 

News Office 
Buffalo, N. Y. 

Gentlemen: 

In applying for the position of office assistant, advertised in 
yesterday’s News, I submit the following information for your 
consideration : 

Age: 19 

Education: Graduate of Hutchinson Central High School, 
Commercial Course 

Experience: Two summers in a doctor’s office receiving callers, 
attending telephone, and typing 
Salary: $12 a week to start 

Reference: Dr. V. M. Porter, 1756 Niagara St., Buffalo 
I live with my parents and can make personal application at 
any time. 

Yours very truly 

Milicent Andrews 

The interview. When you have been asked to appear in 
person, you should be on hand promptly at the time ap- 
pointed, dressed neatly and sensibly. Do not allow careless- 
ness about your dress to give your prospective employer rea- 
son to assume that you are careless about other things. He 


252 


BUSINESS MAN’S ENGLISH 


takes it for granted that you are appearing at your best. 
You are unfair to yourself if you do not. 

In preparation for the interview, get all the details you can 
regarding the position and learn of any strong preferences 
the employer may have. In your talk with him, answer his 
questions directly and honestly. Avoid alike undue boldness 
and false modesty. When the question of salary comes up, 
set a fair value on your services. Do not hesitate about stat- 
ing what you expect, for the matter of salary need not always 
be left entirely to your employer. 

Detailed applications. If the position is one requiring 
specialized preparation or a very high type of skill, the num- 
ber of applicants will be relatively small and the employer 
will base his Choice upon the preparation and experience of 
the applicants rather than upon their appearance. In applying 
for a position of this kind, you should give in your first letter 
all the information that is likely to influence the employer 
in your favor. In case such detailed information would make 
your application seem too long, this information may be 
typed on a separate sheet. This will give opportunity to 
call special attention in the application proper to any particu- 
lar fitness you have for the position. The inclosure might 
take some such form as the following: 


Detailed Information 

Name: Harvey M. Miller Age: 28 years 

Height: 5 ft. n in. Weight: 175 lb. Church: Baptist 

Health: First-class; only two days lost time in four years 

Preparatory Public School and High School; Collins Business 
Work: College, Cedar Rapids, Iowa 


College Graduate of School of Commerce, Accounts and 

Work: Finance, New York University, June, 1912 


Degrees: 


B. C. S. from New York University, 1912 

C. P. A. in Pennsylvania, 1918 


LETTERS OF APPLICATION 


253 


Experience: One year with Bethlehem Steel Co. 

Five years with Douglas & Elliot, Accountants 

References: Mr. H. L. Tucker, Comptroller, 

Bethlehem Steel Co., South Bethlehem, Pa. 

Mr. H. J. Douglas, 

165 Nassau St., New York City 

Such a statement should not, of course, be supposed to 
take the place of a regular letter of application. The letter 
to be sent with such a detailed statement as that given above 
might be something like the following: 

1128 Amsterdam Ave. 

New York City 
July 1 7, 19—. 

Mr. H. N. Rodgers 
Superintendent of Construction 
Thompson-Starrett Co. 

Richmond, Virginia 
Dear Sir: 

I should like to have you consider my application for the 
position of accountant that you offer in Sunday’s Times. 

I am a graduate of the School of Commerce with six years’ 
accounting experience in two responsible positions. The details 
of my education and experience are given on the inclosed sheet. 

While my experience has been largely in manufacturing, I 
have had a great desire to get into the employ of a construction 
company because of the wider field of work and the greater 
opportunity for broadening one’s knowledge of how business is 
done. 

After one year’s experience with the Bethlehem Steel Company, 
I took a position with Douglas & Elliot, accountants. During 
the five years that I have been with this firm, I have gained a 
good knowledge of manufacturing accounting and have been 
promoted several times. 

I shall be glad to meet you in New York at any time by ap- 
pointment; or if you desire, I can arrange for an interview in 
Richmond. 

Very truly yours, 

Harvey M. Miller 


254 


BUSINESS MAN’S ENGLISH 


Synonyms common in applications. A careful study of the 
synonyms given below will help you to avoid some of the 
common errors in applications. 

wages, salary, remuneration, compensation. Wages denotes the 
price paid for labor, especially by the day or week; as, an errand boy’s 
wages , a clerk’s wages, a typist’s wages. Salary denotes a fixed com- 
pensation, commonly paid at longer intervals than wages, for services 
of a higher order; as, the manager’s salary, the confidential secretary’s 
salary. Remuneration is usually applied to matters of great impor- 
tance. Compensation includes wages, salary, and remuneration, and 
also includes that which makes good a loss of something; as compen- 
sation for the loss of a hand, or for the loss of time in case of sickness. 

recommendation, testimonial, character, reference. Recommenda- 
tions are favorable statements regarding a person; testimonials refer 
to persons or things. In letters of application, recommendation is the 
better word. In the case of domestic servants, character is sometimes 
used in the sense of recommendation, but this use is questionable. 
Reference is not synonymous with recommendation. A reference is a 
person to whom the prospective employer may write. 

occupy, fill, fulfill. Occupy means to hold possession of; as to 
occupy a house. To fill a position means to perform the duties of the 
position fully. We fulfill requirements or conditions. A man may 
occupy a position without really filling it. It is incorrect to speak of 
fulfilling a position. 

competent, capable, able. Competent refers to exact fitness for 
special work, capable to more general ability, and able to the highest 
type of power; as, a competent stenographer, a capable superintendent, 
an able lawyer. 

employ, employment. We speak of steady employment, the em- 
ployment of additional help, the employment of an expert accountant; 
but we say, “He has been in my employ for two years.” 

EXERCISE 

The following sentences, taken from letters of application, 
contain errors of various kinds. Rewrite each sentence in 
correct form. 


LETTERS OF APPLICATION 


255 


1. I am qualified to accept your position. 

2. Was forced to leave due to my health. 

3. Answering your ad for a bookkeeper, please consider me. 

4. I feel sure that I could occupy this position. 

5. I saw your ad in the paper. I should like to be an applicant 
for it. 

6. I shall be glad to grant you a personal interview at any 
time. 

7. Last year I was employed at the Standard Mfg. Co. 

8. For six months I have worked in the firm of Gow & 
Hines. 

9. Hoping that that I may have a personal interview at your 
convenience, I remain. 

10. I am willing to start at a very low price. 

EXERCISE 

In each of the following sentences, choose the correct form 
and give the reason for your choice: 

1. I (worked, have worked) for this firm for two years. 

2. I (worked, have worked) for this firm for two years before I 
took my present position. 

3. Copies of two (recommends, recommendations, testimonials, 
references) are inclosed. 

4. (For reference I refer to, As references I give you the names of) 
A. R. Sweet and C. D. Strong of Kent, Ohio. 

5. I have had four (months, months’, month’s) experience. 

6. He has had one (months, months’, month’s) experience. 

7. I have had two (increases, raises) in salary. 

EXERCISE 

Show why the italicized expressions given below should not 
be used, and substitute a better one in each case. 

1. Hoping to hear a favorable reply, lam 

2. Hoping that my application will be placed on file, I remain 

3. I take the liberty of applying for the position advertised. 

4. I refer to S. J. Jackson who is manager of the James Tobor 6 s 
Co., of this city. 


256 


BUSINESS MAN’S ENGLISH 


5. I graduated two years ago from V. H. S. 

6. Trusting that you will consider me a favorable applicant , / 

remain 

7. For the past year I was employed in the City Specialty Store 
where I am still working. 

8. I have had enough experience so that I feel perfectly confident 
for your position. 

9. I am twenty-two ( 22 ) years of age. 

10. Please inform me of the record and ability he has made in your 
office. (In a letter to a reference.) 

11. Do you think he has had sufficient experience as an ap- 
plicant? 

12. Hoping that I may be interviewed , and trusting that this sub- 
mission proves satisfactory, I am 

13. Having read your ad in this morning’s Post, I am applying 
for it. 

14. I should welcome a personal interview at your convenience. 

15. At what price would I have to start? 

16. I herewith apply for the position of filing clerk. 

17. I shall be glad to grant you a personal interview tomorrow 
afternoon. (In an application.) 

18. I should like to make application for bookkeeper. 

19. This is exactly the kind of vacancy I am looking for. 

20. Inclosed you will find two of my recommends. 

21. The reason I am leaving my present position is because I wish 
to be nearer home. 

22. I am sure I can fill the vacancy you require. 

23. I inclose copies of my references. 

24. I left that company due to the dissolution of the firm. 


EXERCISE 


1. The following words, common in applications, are not infre- 
quently divided wrongly at fine ends. Observe carefully the division 
of each word into syllables, being sure that you can spell each word 
correctly. 

ex pe ri ence cor re spond ence 
book keep ing man u fac tur ing 
ap pH ca tion ad ver tise ment 
po si tion type writ ing 

con ven ience be gin ning 
im por tant grad u a ted 


sat is fac tion 

con fi den tial 

in ter view 

sec re ta ry 

ref er ence 

rec om men da tion 


LETTERS OF APPLICATION 


257 


EXERCISE 

Correct any errors of word order in the following sentences, 
taken from applications: 

1. I have had three years’ experience since finishing school with 
the United Drug Company, of Newark, N. J., whom I would refer 
you to as to my qualifications and character. 

2. At different times I have worked in Mr. Harding’s office who is 
our school superintendent. 

3. I only left because the firm went into bankruptcy. 

4. I shall graduate from the Omaha High School where I am taking 
a commercial course this month. 

5. After graduating I obtained a position with A. & F. Chase, 
wholesale dealers in groceries which I have kept for the last four 
years. 

6. I have been in the employ, as bookkeeper, of John Harkness, 
to whom I refer you. 

7. I have testimonials from two satisfied employers that I am 
sending to you. 

8. I am referring you to Mr. G. H. Brown whom I worked for 
one year. 

9. I was only obliged to leave because of ill health. 

EXERCISE 

1. Bring to class an advertisement of a position which you 
could fill, together with the best application you can write 
for the position. 

2. Point out as many faults as possible in the following 
application : 

Mr. Austin Remsen Sc CO* 

Dear Sir;- 

On looking over todays Herald ray 
attention was attracted by your ad for a bookeeper. 
Now as I am desirous of obtaining such a position I 
would like to apply for the same. As to salary I 
should like to begin on $15 dollars a week. 

Respectively yours 


258 


BUSINESS MAN’S ENGLISH 


3. Consider yourself an employer. Would you employ the 
young women who wrote the letters given below? Why? 


Miller & Coolbaugh 

Wash. D. G. 

Dear Sirs: 

'Beading last night's Post of May 23, saw 
your add for a typest. I have studied two years 
in P. H. S. past my axarainations and am now ready 
to try for a position. 

If you have not filled the position by 
the time you receive this I would like you to 
kindly give me a try. 

If you wish references I can furnish them. I 
remain. 


Very truly yours 

Veronica Cleveland 


468H. 

World Office; 
Gentlemen: 


Replying to your ad in the Herald will 
you permit me to make an application. 

Am a graduate of this high school and for 
reference I refer you to Mr. Rolf, our minister, 
for my character & scholarship. Can furnish fur- 
ther. recommends if you require them. 

Will be glad to grant you an interview 
at an early date. 


Yours Truly 



4. Rewrite the letters given in 2 and 3 above, making the 
necessary changes and corrections. 

5. Write a suitable letter of application for one of the posi- 
tions advertised on page 259. 


LETTERS OF APPLICATION 


259 


HELP WANTED— MALE 

CORRESPONDENT. — Young man wanted 
as correspondent by first-class manufactur- 
ing concern located near Chicago; must 
have good knowledge of office methods; ex- 
cellent opening for intelligent man with suf- 
ficient ambition to enjoy work. Reply stating 
age, training, experience, and salary ex- 
pected. X 257 Record-Herald. 

ADVERTISING SERVICE MAN wanted, 
with technical training and ability to plan 
and write technical and general advertising 
and sales campaigns; special opportunity for 
earnest, serious man with solid, growing ad- 
vertising agency; outline experience and state 
salary expected. N 6 Times. 

SECRETARY. — Nationally known automo- 
bile manufacturer has opening at factory 
in Middle West for well-educated, thorough- 
ly experienced private secretary, capable of 
assuming responsibility; must be able to take 
dictation rapidly and accurately; salary all 
the foregoing implies; write fully as to age, 
nationality, education, business experience, 
and compensation desired. A 14 Observer 
Office. 

ACCOUNTANT AND OFFICE MANA- 
GER. — Able to take charge of books man- 
ufacturing concern; must be familiar with 
costs and capable directing inventories and 
storeroom; good opportunity for high-class 
man, and will pay accordingly; give full par- 
ticulars, which will be held confidential. O 
391 Times Downtown. 


HELP WANTED— FEMALE 

BOOKKEEPER AND TYPIST capable of 
taking full charge of office; good opportu- 
nity for right party; salary satisfactory. 
Bloch Furniture and Carpet Co., 420 Tre- 
mont Av. 

BOOKKEEPER and STENOGRAPHER, 
knowledge of arithmetic and percentage, 
experienced in dry goods line preferable. N 
250 Tribune. 

BOOKKEEPER, typist, and stenographer; 

competent and efficient; salary $15; give 
references, &c., in full detail. R 198 Herald. 

BOOKKEEPER and STENOGRAPHER — 
By new publication; opportunity for ad- 
vancement; salary to start, $15; hours, 9 to 
5.30. O 381 Press. 

CLERK for position in advertising adjust- 
ment department of daily publication; 
must be a typist and capable of handling 
large amount of detail; in replying state age, 
reference, experience, salary desired, and 
telephone number. X 268 News. 

STENOGRAPHER and general office assist- 
ant; one who is thoroughly qualified to fill 
the position; preference will be given to one 
able to operate comptometer; write fully, 
stating experience and salary desired. N 274 
Inquirer. 

STENOGRAPHER and typist wanted, 
secretarial work; intelligent, capable, re- 
sourceful; familiar with statistics. G. S. 
Berman, Committee on Public Information, 
461 8th Av., New York. 


CHAPTER XXIII 


OTHER FORMS OF COMMUNICATION 

TELEGRAMS 

Clearness. The first essential of a telegram or cablegram 
is clearness; the next, brevity. Whenever there is any doubt 
about how a telegram will be interpreted, it is wise to use 
words enough to make the meaning unmistakable. The extra 
cost is usually very slight. The telegram should be clear 
without punctuation marks, for these are usually omitted in 
transmission. Whenever it is necessary to show the distinct 
separation of parts of a message, the word stop is often in- 
troduced instead of a punctuation mark. 

If the receiver of the message is thoroughly familiar with 
the subject-matter of the telegram it may be much more 
condensed than if he knows nothing about it. You must 
always consider how much the receiver already knows about 
the matter in hand. 

Suppose, for example, that you are manager of the Neltico 
Machinery Company, and that you receive a telegram as 
follows: 

AM OFFERED TWELVE HUNDRED FULL SETTLEMENT 
EXPECT BANKRUPTCY WIRE INSTRUCTIONS 

R M PARKHILL 

If you know nothing about the subject-matter of the tele- 
gram except what the message contains, you will not under- 
stand what Mr. Parkhill means. You may not even know 
who the sender is. On the other hand, if your company has 
sent Mr. Parkhill to Omaha to collect an dverdue account 

260 


TELEGRAMS 


261 


of $1,465 against the Enterprise Mfg. Co., you will read into 
the message a number of facts that are not expressed. Writ- 
ten in full the telegram will then be something like the 
following: 

I have had a talk with the officers of the Enterprise Mfg. Co. and 
the best I can do is to get them to offer $1,200 as full settlement of 
the account of $1,465 which we now have against them. I think it 
is wise to accept this offer because it looks to me as if the firm would 
go into bankruptcy very soon. Wire me what you think I should do. 

Classes of telegraphic messages. There are four classes of 
telegraphic communication: 

1. Fast Day Message 3. Night Message 

2. Day Letter 4. Night Letter 

Since the cost and the dispatch with which a message is 
transmitted depend upon the class of telegram, it is necessary 
for the sender to indicate under what classification he wishes 
his message to be sent. This he may do, on the Western 
Union Telegraph Company’s universal blank, by properly 
marking the class of service desired in the little square which 
is reproduced below: 

1. Fast day message. This is the fastest service offered and the 
cost is greater than for other classes. Such a message will be sent at 
any hour of the day or night and will be 
delivered immediately, except in small 
places where no night operator is em- 
ployed. Code or cipher may be used. 

The cost of the fast day message de- 
pends upon the number of words and 
upon the distance to be covered. In 
cities where messenger service is main- 
tained, the toll for a message to any one 
within the local messenger district is 
24-1 (read twenty-four and one). This 
means that any number of words, not to exceed ten, may be sent 
for twenty-four cents and that each additional word will cost one cent. 
The rate for telegrams to be sent to places within a short radius is 


CLASS OF SERVICE DESIRED 

Fast Day Message 


Day Letter 


Night Message 


Night Letter 


Patrons should mark an X oppo- 
site the class of service desired; 
OTHERWISE THE TELEGRAM 
WILL BE TRANSMITTED AS A 
FAST DAY MESSAGE. 


262 


BUSINESS MAN’S ENGLISH 


30-2^. For greater distances the rates used are graduated as shown 
below, 1.20-8^ being the rate from coast to coast, as from New York 
to San Francisco. 


Fast Day Message Rates 

24-1 30 - 2 ^ 36-2^ 42-2^ 48-3/^ 60-3^ 72-5 90-6 1.20-8^ 

2. Day letter. Any number of words, not exceeding fifty, may be 
sent for one and one-half times the cost of a fast day message; and 
one-fifth of the initial rate for each additional ten words or less. Day 
letters are sent as deferred service; that is, in transmission and de- 
livery they yield to fast day messages and to night messages. Al- 
though the company does not obligate itself to deliver a day letter 
on the day of its date, it usually does so if the day letter is filed early. 
Code language must not be used. Day letters may be telephoned to 
the addressee from the receiving point. 

3. Night message. A night message may be filed with the tele- 
graph company up to two o’clock in the morning and will be deliv- 
ered not earlier than the morning of the ensuing business day. Code 
language is permitted. The rates for night messages are graduated 
as for fast day messages, but are lower. 

4. Night letter. Any number of words, not to exceed fifty, may 
be sent for the cost of a regular fast day message of ten words sent to 
the same point. For each additional ten words or less, one-fifth of 
the fifty-word rate is charged. Night letters may be filed with the 
telegraph company up to two o’clock in the morning. They are the 
cheapest form of telegraphic message and for that reason they yield 
in transmission to the other forms of telegram. They are usually 
delivered by messenger on the morning of the ensuing business day, 
but the telegraph company reserves the right to deliver night letters 
by mailing them at destination, postage prepaid. Code language 
must not be used. 


ORAL REPORT 

Be prepared to give, before the class, an oral report on the 
topic assigned to you from the list below. 

1. How to telephone a telegram. (Consult telephone directory.) 
How is such a message paid for? 

2. Opportunities of telephone operators. 

3. Opportunities in the construction department of telephone com- 
panies. 


TELEGRAMS 


263 


Verification. The correct transmission of any class of tele- 
graphic message may be insured by having the message “re- 
peated back” to the sending office. A repeated message costs 
one and one-half times an unrepeated message of the same 
class. 

Counting of words. In all classes of telegrams, but not in 
cablegrams, the date, the address, and a single signature are 
transmitted free. When there are several signatures the last 
one only is sent free. No salutation or complimentary close 
should be used. 

Fast day messages may be sent in code or cipher and in 
any of the following languages: English, French, German, 
Italian, Dutch, Spanish, Portuguese, or Latin. 

Day letters and night letters must be in plain English. 
Code and cipher are not permissible. 

A dictionary word in any of the eight languages will be 
counted as one word regardless of length. The following 
table will give a good idea of how words are counted: 


Example How counted 

Incomprehensibility (dictionary word) 1 

Pourquoi ne repondez-vous pas? 

(French dictionary) 5 

Sirvanse enviarme por expreso 

(Spanish dictionary) 4 

Er ist nicht gekommen (German dictionary) 4 

A. M. Mulford (initials and surname) 3 

Van Sicklen (surname) 1 

De Vries (surname) 1 

South Carolina (or S. C.) (state) 1 

District of Columbia (or D. C.) 1 

United States (country) 1 

New York City (city) 1 

parcel post 1 

per cent (or %) 

Western Union 1 

Night letter 1 

can not, cannot, can’t 1 


264 


BUSINESS MAN’S ENGLISH 


Example How counted 

New York, New Haven and Hartford R. R. 5 

257 . 75 (figures and decimal point) 6 

2 57 H (figures and bar of division) 6 

lb., bu., in., oz., qt., cwt., each 1 

O. K., a. m., p. m., F. O. B. (or fob), C. 0. D. (or cod), each 1 
C. I. F. (or cif), C. F. I. (or cfi), L. C. L. (or lcl), each 1 

Wilyou (improperly combined) 2 

Itis “ “ 2 

Bando (B. & O.) 3 

First-class (dictionary word) 1 

Forty-six (not dictionary word) 2 


Ciphers. Cipher words may be made up by the substitution 
of different letters, figures, or characters for the real letters of 
the word; as, 

Cipher: R2B2 KISBWD2LM IB2POM 

Plain: Goto Baltimore atone e 

For the sake of secrecy, cipher words, not necessarily pro- 
nounceable, are sometimes devised in which each letter, figure, 
or character may have a particular meaning. The telegraph 
companies have adopted arbitrary rules for the counting of 
cipher words, depending upon how the characters are combined. 
Usually in telegrams each letter and figure of a cipher word 
counts as one word; in cablegrams each group of five letters or 
figures or fraction thereof is counted as one word. 

Codes. For the sake of economy, code systems have been 
devised in which single words stand for phrases or even whole 
sentences. Code words may be real or pronounceable artificial 
words of not more than ten letters. 

Among the well known public codes are the Western Union, 
Telecode , Lieber’s and the ABC now in its fifth edition. There 
are also many private codes. 


TELEGRAMS 


265 


Specimen Code 

Imita Our (my) order of 

Imman We (I) shall countermand our (my) order 

Igran We are filling your order 

Ilgar We (have) shipped your order 

Carno Can you ship at once 

Carby We will ship your order by American Express 

Cargo “ “ “ “ “ “ Adams Express 

Toda The 5th 

Vadi The 10th 

Noka The 12 th 

Hodo The 15th 

Waldo If you cannot guarantee delivery 

Reimo Answer immediately by telegraph (or cable) 

Farin Shipment will probably arrive 

Lilac Quote your best price f. o. b 

Kalli We quote you 20% off catalogue price, subject to 

immediate acceptance by wire. 

Lognu One per cent, off for cash in ten days 

Dodo The word following is not a code word but is used 

in its ordinary sense. 


EXERCISE 

1. Code the following message, using not more than ten 
words: 

Can you make immediate shipment of the goods I ordered on the 
5th instant? I must countermand the order unless you can guarantee 
delivery before the 15th. Wire immediate answer. 

2. Decode (i. e. write in plain language) the following code 
telegram : 

IGRAN CARBY VADI FARIN NOKA 

ORAL REPORT 

1. Read “Fighting Germany’s Spies,” by French Strother 
(World’s Work, vol. 36:134, June, 1918) and report to the 
class how information of the highest importance was trans- 
mitted in cryptic form of most innocent appearance. 

2. In the same magazine, p. 143, read the account of “Ger- 


266 


BUSINESS MAN’S ENGLISH 


man Codes and Ciphers.” Report to the class how almost 
absolute secrecy was insured. Use blackboard charts to ex- 
plain the substitution of letters for other letters. 

Condensing. A gobd way to learn how to arrange clear 
telegrams in condensed form is to write out in full what you 
wish to say and then to omit all unnecessary phrases and 
words. Some of the following suggestions may help you in 


shortening your messages, or in 
in transmission. 

Prefer this 

Immediately (i word) 

Nine hundred (2) 

Twelve million (2) 

Forty-six (2) 

Lowest price two seventy-five (5) 
Pounds (1) 

Twelve by eighteen (3) 
one eighth (2) 

June tenth (2) 

One twenty-six West Forty- 
Second Street (7) 

Letter follows (2) 

Answer collect (2) 

Number six fifty- two (4) 


reducing the chance of error 


To this 

At once (2 words) 

900 (3) 

12000000 (8) 

46 (2) 

Lowest price $2.75 (7) 
lbs. (1) 

12 x 18 (5) 

1/8 (3) 

June 10 th (4) 

126 West 42nd St. (8) 

Will explain more fully by 
letter (6) 

Wire answer at my ex- 
pense (5) 

No. 652 (4) 


ORAL REPORT 

Learn from your local telegraph agent the rates from your 
place 

'To several well distributed cities within your state. 

To one large city in each state or country (Canada or Mexico) 
bordering on your state. 

To the following cities, if not included above: 

New York Chicago Philadelphia 

San Francisco New Orleans Seattle 

Boston St. Louis Jacksonville, Fla. 


TELEGRAMS 267 

All members of the class should record these rates as re- 
ported. They will be used in subsequent exercises. 

EXERCISE 

1. Order from a wholesale fruit house in a neighboring city: 

10 bx. Sweet Navel Oranges large size 
5 bx. “ “ “ small “ 

3 bx. Grape Fruit large size 
1 bx. Medium Lemons. 

Oranges come 150, 176, and 200 to the box; grape fruit 54, 64, and 
96; lemons usually 300, the box in each case being uniform and the 
number depending upon the size of the fruit. In trade language 
they are known as “two hundreds,” “fifty-fours,” etc. 

2. You are traveling for the Union Hosiery Co., Utica, N. Y. 
Your regular itinerary takes you from Louisville to Nashville, then 
to Memphis and St. Louis. You are now in Wheeling en route to 
Louisville and have just learned of a good chance to make a large 
sale at Paducah, Ky. Wire your firm, asking if you shall go to Pa- 
ducah. Remember the firm knows nothing about the matter except 
your regular route. Have them telegraph you at The Seelbach, 
Louisville. 

3. You have a real estate transaction which you would like to lay 
before your friend, Charles R. Hunter, who is employed by John 
Wanamaker, Philadelphia, Pa. He has lived in Philadelphia for a 
long time and knows real estate values better than you do. You 
want his advice about buying a particular house and lot. You are 
to be in Philadelphia on Tuesday and Wednesday of next week. 
Wire asking him to appoint a time and place for an interview. 

4. The Transfer Shingle Co. of Tona wanda, N. Y., have sent you 
by mail a list of cars in transit from Vancouver, B. C., to Buffalo, 
together with the grading and price of the shingles f. o. b. destination. 
Subject to prior sale, they will divert to your place any car in the 
list if you will telegraph the initials and number of the car which 
you desire. Wire them to divert C. B. & Q. car 34678 and Michigan 
Central car 30045 to your place. 

5. Wire the Standard Typewriter Co., which has an office in your 
nearest large city, that the twelve No. 1 1 machines have arrived but 
that one of them is so badly damaged that it cannot be used. Ask for 
another machine to be sent at once and inquire what you shall do 
with the broken machine. You have called the attention of the 


268 


BUSINESS MAN’S ENGLISH 


expressman to the “concealed damage” and he has made a notation 
of it. 

6. Reserve lower berth in a Pullman sleeper Chicago to New York 
on New York Central Lines. Wire the Pullman Company, Chicago, 
specifying the day and train on which you are to go. Payment is 
not required until the tickets are delivered. 

7. Reserve seats at a theater for a party of eight. Indicate in 
your telegram, the date, the price of tickets, whether for matinee 
or evening performance. Prepayment is required. State the form 
in which the remittance is made. 

Confirming a telegram. It is customary in business to 
confirm a telegram or a telephonic communication by letter. 
Such a letter should give the essential parts of the previous 
communication and should elaborate any matter which was 
necessarily abbreviated or condensed. 

In many offices telegrams are regularly written in triplicate, 
the original going to the telegraph company, one copy being 
filed, and the other copy being sent with the letter of con- 
firmation. This method is commendable because it tends to 
relieve the sender of liability for damages due to a wrongly 
transmitted message. 

Reaching a traveler en route. A message may be trans- 
mitted to a person traveling, by giving the number or the 
name of the train on which he is a passenger and addressing 
the telegram to a scheduled stop of the train. The message 
will then be delivered to him on the train. In similar manner, 
messages may be sent by wireless to ships on the Great Lakes 
or on the ocean. 

Paging. A telegram addressed to a man at a hotel or a 
railroad station is delivered by what is known as “paging.” 
The page, or delivery clerk, goes about the lobby or the wait- 
ing room calling out the name of the person addressed; as, 
“Mr. Simpson — Mr. Simpson.” 

Money by telegraph. Telegraphic money orders will be 
accepted by telegraph companies at their more important offices. 
The telegraph company will demand positive identification of 


TELEGRAMS 269 

the payee, if the sender so orders; otherwise it will pay the 
money to the person who is presumably the one intended. 

By cable, money may be sent to any part of the world with 
very little delay. 

The Western Union domestic rates, applicable to the United 
States only, are: 

1. Prepayment of the telegraph tolls on a 15-word fast day mes- 
sage from the office of deposit to the office of payment. 

2. A graduated charge according to the amount sent. 


For $25 or less 

25c. 

25.01 to $50.00 

3 Sc- 

50.01 to 75.00 

60c. 

75.01 to 100.00 

85c. 


Larger sums at special rates. 

EXERCISE 

Determine the cost of transmitting money by telegraph as 
indicated below: 

1. Fifty dollars from your place to the largest city of your state. 

2. Sixty-five dollars and fifty cents from your place to Chicago, 111 . 

3. You are in New York City and out of money. What will it 
cost you to telegraph to Chicago for $30.00, and what will it cost 
your Chicago friends to send this sum to you? 

EXERCISE 

Determine the cost of the following day telegram sent from 
New York, if the rate is 1.20-8^. 

Mr. John Ericsson or H. C. Furman 1 
Room 243, Transportation Bldg. 

Seattle, Wash. 

Jersey City matter unsettled. Shall leave for South Chicago via 
New York Central ten a.m. tomorrow unless otherwise instructed. 
Go from there to Jefferson City and Salt Lake City. 

S. Henry Wilson 
Oliver Harmon 

1 An alternative address (i. e. or H. C. Furman) is counted as part of 
the message. Only the last signature is sent free. 


270 


BUSINESS MAN’S ENGLISH 


EXERCISE 

Rule a sheet of letter paper according to the form below 
and fill in the information called for under the different kinds 
of message. 



Fast Day 
Message 

Day Letter 

Night 

Message 

Night 

Letter 

Number of 
words for 
minimum rate 





Rate on 
longer mes- 
sages 





When message 
may be filed 





When message 
will be de- 
livered 





Languages per- 
missible 





Use of code 
and cipher 





Class of serv- 
ice; order 
of precedence 





Cost of re- 
peating for 
verification 






CABLEGRAMS 


271 


EXERCISE 

The following sentences about telegrams are incorrect in 
some particular. Rewrite each sentence in correct form, being 
careful to state facts exactly. 

1. You pay the money at the telegraph office & they wire the 
order to the other operator. 

2. You simply pay the telegraph company the amount wished to 
be sent. 

3. In telegrams each number, when written in figures, counts as 
one word. 

4. A night letter is sent at night and delivered to the person to 
whom it is sent in the morning. 

5. A telegram containing a cipher word of more than five letters is 
counted as two words. 

6. If there are two words used in the same state, they count as one. 

7. The cost of a night letter is not so expensive as a night telegram 
on account of the excessive amount of words used. 

8. At night fifty words may be sent for the same price that ten 
words are in the day time. 

9. The meaning of 30-2 is two and a half cents for every other 
word. 

ORAL REPORT 

The teacher will assign the topics below to different pupils 
who will present their oral reports at the time appointed. 

1. Sending money by telegraph. 

2. The use of the night letter in business. 

3. The advantages of airplane mail. 

4. A telegrapher’s opportunities for advancement. 

CABLEGRAMS 

Counting words. In cablegrams, the address and the sig- 
nature are counted in addition to the words of the message. 
In order to lessen expense, firms making much use of the cable 
register an abbreviated cable address with the company; as, 
Selfridge, London, for Selfridge & Co., London; Amco, New 
York, for American Sugar Refining Co., New York. 


272 


BUSINESS MAN’S ENGLISH 


In plain language cablegrams, dictionary words of any of 
the eight languages mentioned under Telegrams (page 263), 
are counted 15 letters, or fraction thereof, to a word. Thus, 
misunderstanding counts as two words. A cablegram contain- 
ing both plain and code language is counted according to the 
code rule — ten letters to the word. 

There are classes of cablegrams, with varying rates, some- 
what like the fast day message, the night letter, etc., men- 
tioned under Telegrams. The words of a cablegram sent 
from any inland telegraph office are counted according to 
cable rules, and a small additional charge per word is made 
for telegraphic transmission to or from the cable office. 

A few cable rates from New York City are given below. 


Per word 
$.15 


To Havana, Cuba 

To all cities of Great Britain, France, 


Belgium, and Holland 
To Buenos Aires, or Valparaiso 


•25 

•SO 


TELEPHONE 


The momentous importance of the telephone in modern 
business makes it imperative that you know how to use it to 
the best advantage. 

Kinds of instrument. The older form of telephone on 
which it is necessary to turn a crank to ring Central is still 
in use in some sections of the country. In the coin-returning 
style of instrument, it is necessary to drop a nickel into a 
slot in order to ring Central. This nickel is automatically 
returned to the person calling, when he has deposited the 
correct toll asked for by Central. The commonest kind of 
instrument is now the form on which the lifting of the re- 
ceiver from the hook calls Central. In case of a public tele- 
phone of this kind, payment is made to an operator who 
usually has charge of a number of booths. 


TELEPHONE 


273 


Answering the telephone. When your bell rings, remove 
the receiver promptly, and give the name of your company, 
in a clear, pleasant voice. 

Do not shout, “Hello,” with that injured tone which plainly 
says, “Well, what do you want, anyway?” This will drive 
away business and cause you to lose your position about as 
quickly as anything you can do. 

Listen carefully to what is being said over the telephone. 
Do not try to talk to some one at your side and take the 
message at the same time. Have a pad and pencil ready to 
take down the message. Always verify a telephoned order by 
reading back the items, together with the street and number 
where delivery is to be made. 

If you are not prompt in answering the telephone, the 
operator will report to the person who called you, “Main, six- 
one- two-nine does not answer/’ 

Making local calls. Look up the number in the directory. 
If the person you are calling is not in the list, take the re- 
ceiver from the hook and say, “Information, please.” “In- 
formation” will then give you the desired number if the 
person wanted has become a telephone subscriber since the 
publication of the directory. 

When Central says, “Number, please?” give her the number 
desired, as, 

West 1053 “West, one-oh-five-three ” 

Main 125-J “ Main, one- two-five, party J ” 

Broad 4800 “Broad, four-eight-hundred” 

Worth 5000 “Worth, five- thousand ” 

When the operator repeats the number, you should say, 
“Right,” if it is correct; otherwise say, “No,” and make the 
correction. 

Do not take the receiver from your ear till the called num- 
ber answers, or till you have received a definite report from 
the operator. 


274 


BUSINESS MAN’S ENGLISH 


If you must leave the instrument to go to the file for a 
letter, do not hang up the receiver, for this is the signal to 
the operator that you have finished your conversation. 

Calling a large firm. An asterisk (*) in the directory be- 
fore the name of a firm indicates that the firm maintains a 
Private Branch Exchange. The routine of calling such a firm 
differs slightly from ordinary local calls. 


8 . 


Mr. Parker calls Central. 

Central: “Number, please?” 

Mr. Parker: “Stuyvesant, 4700.” 

Central: “Stuyvesant, 4700.” 

Mr. Parker: “Right.” 

(Slight pause, while connection is being made.) 

Private Branch Operator: “ Wanamaker Store. What de- 

partment, please?” 

Mr. Parker: “ Give me the furniture depart- 

ment, please.” 

(Another pause for connection.) 

Clerk: “Wanamaker Store, Furniture 

Department.” 

Mr. Parker: “This is Mr. Parker of the 

Grand Rapids Furniture 
Company,” and he proceeds 
with his message. 


At the conclusion, Mr. Parker and the clerk hang up their 
receivers; the Wanamaker Private Branch Operator and Cen- 
tral then disconnect. 

Calling through a private secretary. Judge Burton asks 
his stenographer, Miss Fritz, to call Mayor Phillips for him. 
Mr. Long is private secretary to the mayor. The following 
is the usual routine: 


1. Central: 

2. Miss Fritz: 

3. Central: 

4. Miss Fritz: 

5. Central: 


“Number, please?” 

“Park, 1060.” 

“Park, 1064.” 

“No, give me Park, 1060.” 
“Park, 1060.” 


TELEPHONE 


275 


6. Miss Fritz: 

“Right.” 

(Slight pause, 

while connection is being made.) 

7. Mr. Long: 

“Mayor’s office, his secretary 


speaking.” 

8. Miss Fritz: 

“This is Judge Burton’s office, 


stenographer speaking. Judge 


Burton would like to speak 


with Mayor Phillips.” 

9. Mr Long: 

“Hold the wire, please.” 


(A pause, during which Mr. Long tells the mayor who is 
calling him. If the mayor is at liberty and willing to talk 
with the judge, he takes down his receiver and the conver- 
sation continues.) 

io. Mayor Phillips: “This is the mayor speaking.” 

n. Miss Fritz: “Hold the wire, please, Judge 

Burton wishes to speak to 
you.” 

(A pause, while Miss Fritz connects Judge Burton, who 
answers from his private desk instrument.) 

The tactful secretary. The first duty of the secretary is to 
learn who is speaking, or who wishes to speak with his chief. 
“Who is it that wishes to speak to him?” will usually bring 
the desired information, but if not, the secretary should po- 
litely insist that he must know who is speaking. 

Having gained this information, he will ask, “What do you 
wish to speak to him about?” 

If the chief is unwilling to leave his work to answer the 
call, the secretary may still be of great help. He may say, 
“Mr. Vincent is occupied just now with a matter which he 
cannot leave. I shall be glad to deliver your message to him. 
I am his private secretary.” This will usually bring at least 
a hint of what the matter is about. 

Making long distance calls. You wish to talk with Mr. 
Field of the Municipal Gas Company in the capital city of 
a neighboring state. The following is the routine: 

In reply to the question, “Number, please?” say, “Long 
Distance,” or “ Toll Operator,” 


276 


BUSINESS MAN’S ENGLISH 


When you have been connected with Long Distance, say 
“I wish to speak with Mr. Field of the Municipal Gas Com- 
pany of (naming city and state).” 

After having entered a long distance call, you hang up the 
receiver and wait until Central rings you. Do not become 
impatient, for it may take several minutes to get a clear wire 
for your call. 

Long distance rates. A few typical examples of long dis- 
tance toll rates are given below: 


From New York City to 

First 

3 minutes 

Each additional 
minute 

Boston, Mass. 

$1.25 

$.40 

Washington, D. C. 

1.40 

•45 

Cincinnati, 0 . 

3.80 

1 25 

Chicago, 111 . 

465 

i -55 

St. Louis, Mo. 

5.60 

1.85 

San Francisco, Cal. 

16.50 

5-50 


Telephoning a telegram. To send a telegram simply say, 
“Give me Western Union,” or “Give me Postal,” according 
as you wish the message sent by the Western Union or the 
Postal Telegraph Company. You will then be connected with 
an office of the company to which you may telephone your 
message. The telegram tolls will be charged on your monthly 
telephone bill. Charges for such calls from public telephones 
will be collected at public telephone stations in the usual 
manner. 


CLASS DISCUSSION 

Which would be the best means of communication — special 
delivery letter, some form of telegram, or the telephone, in 
each of the following situations? Consider both the urgency 
and the cost of the communication. Consider also in each 
case what would be the result if the addressee could not be 
located. 


TELEPHONE 


277 


1. The store has just burned. You wish to inform the proprietor 
who is in the capital city of your state. 

2. Your partner, H. S. Dillingham, is going on a week’s auto trip. 
He will stop for dinner today at the Bellingham House in a city about 
a hundred miles from your place. He has forgotten to sign some 
papers which cannot be left till his return. How would you inform 
him and get his signature? 

3. You are on a train when you discover that you need three 
recent quotations which are filed in your office. The office clerk 
knows nothing about them, but can find them if given directions. 
All you need is the prices — not the original letters. How can you 
get this information at the second stop ahead without leaving the 
train? 


ORAL REPORT 

Be prepared to give, before the class, an oral report on the 
topic assigned to you from the list below. 

1. What is meant by “reversing the charge,” and how it is done. 

2. How to call a long distance number. 

3. How a “person to person call” differs from other calls. 

BIBLIOGRAPHY 

Office Practice , Cahill and Ruggeri, The Macmillan Co. 


28o 


BUSINESS MAN’S ENGLISH 


MINUTES 


A regular meeting of the Chamber of Commerce was held in the 
Municipal Building on Thursday evening, November 15, 19 — . 

President A. L. Price called the Chamber to order at 8:15. The 
roll call showed 26 members present. The minutes of the regular 
meeting for October and of the special meeting held on October 29 
were read and approved. 

The following bills having been approved by the Finance Com- 
mittee were ordered paid: 

Johnson & Strong, record book, $4.50 
Mazrillo & Co., catering 102.00 

Wm. Peters, electric wiring 17.50 

The Membership Committee presented the following names to be 
voted on at the December meeting: 


Proposed by 

F. X. Martin, Merchant Mr. Underwood 

H. F. Holmes, Insurance Broker Mr. Austin 
Homer Beale, Banker Mr. Cohen 


Seconded by 
Mr. Dietrich 
Mr. Carl 
Mr. Price 


The following report was received from the Committee on Vehicular 
Traffic Regulations and was read by the secretary: 

(The report which would regularly appear here, will be found 
in the chapter on Report Writing, page 284.) 


After some discussion, it was voted that the report be adopted 
and the committee empowered to present the matter to the municipal 
authorities. 

Under Unfinished Business, the Committee on Building Regulations 
reported that they had held two meetings and that their report on 
the case of Perry Brothers would be given in full at the December 
meeting. 

On motion, the Chamber adjourned. 

Winfield Anderson, Secretary. 


ORAL REPORT 

The teacher will assign the topics below to different pupils 
who will present their oral reports at the time appointed. 

1. In a deliberative body a member rises and says, “I move the 


PARLIAMENTARY PROCEDURE 


281 


previous question.” Explain clearly to the class when such a motion 
would be made and what its effect is. 

2. Explain the meaning and use of the “appeal from the decision 
of the chair.” 

3. Explain the difference between a majority and a plurality of 
votes. 


BIBLIOGRAPHY 

Oral English, John M. Brewer, Ginn & Company. 

Robert's Rules of Order, Doubleday, Page & Co. 

Oral Composition, Cornelia C. Ward, The Macmillan Co. 


CHAPTER XXIV 


PARLIAMENTARY PROCEDURE 

Much of the most important business of this country is 
transacted in public, or semi-public, assemblies which are 
conducted by the rules of parliamentary procedure. For this 
reason it is essential that you should familiarize yourself with 
the method of conducting such meetings. You never know 
when you may be called upon to preside at such a meeting 
and you should therefore prepare yourself in advance. The 
narrative which follows will give you some idea of how public 
business is done in a Chamber of Commerce. 

The President. The Chamber will come to order. The secretary 
will read the minutes of the regular meeting for October and of the 
special meeting of October 29. 

(The secretary reads the minutes, as directed.) 

The President. Are there any additions or corrections to the 
minutes as read? (After a pause.) If not, they stand approved. 

(Several items of routine business are now taken up and dis- 
posed of.) 

The President. Under Reports of Special Committees we will 
receive the report of the Committee on Vehicular Traffic Regulations. 

Mr. Jarvis. Mr. President, your committee has investigated the 
question of designating one way streets in certain congested sections 
of the city. The unanimous report of the committee is now in the 
hands of the secretary. 

The President. The secretary will read the report. 

(The secretary reads the report which is reproduced in the chap- 
ter on Report Writing, page 284.) 

The President. What shall be done with this report? 

Mr. Chase. Mr. President, I feel that the Chamber is under 
great obligation to this committee for the thorough-going manner in 

278 


PARLIAMENTARY PROCEDURE 


279 

which it has conducted this investigation. I move that the report be 
adopted and the committee discharged. 

Mr. Austin. I second the motion. 

The President. Are you ready for the question? 

Mr. McIntyre. Mr. President, I am in favor of the recommenda- 
tions made in this report. I believe this committee is particularly 
fitted to present the matter to the city officials. I therefore wish to 
amend the motion to read that the report be adopted and the com- 
mittee empowered to take up the matter with the municipal author- 
ities. 

The President. Is the amendment seconded? 

Mr. Bush. Mr. President, I second the amendment. 

The President. Do the mover and seconder of the original motion 
accept the amendment? 

Mr. Chase. I do. 

Mr. Austin. Mr. President, I do not approve of the amendment. 

The President. The question is now on the adoption of the 
amendment. Is there any discussion? 

(Several members speak for and against the amendment.) 

The President. The chair will put the amendment to a vote. All 
in favor of continuing the committee and empowering it to present 
the matter to the municipal authorities will say Aye. (Many vote 
Aye.) 

Those opposed, No. (A few vote in opposition.) 

The amendment is carried. 

We will now vote on the motion as amended. Those in favor 
of the motion as amended will say Aye. (Many vote Aye.) 

Those opposed, No. (A few responses.) 

The chair declares the amended motion carried. The report is 
therefore adopted and the committee is empowered to take up the 
matter with the municipal authorities. 

(At this point the Chamber takes up Unfinished Business and 
New Business.) 

Mr. Duffy. Mr. President, I move that we adjourn. 

Mr. Hitchcock. I second the motion. 

The President. Those in favor will say Aye. (All vote Aye.) 
The meeting is adjourned. 

The secretary’s record of this meeting, known as minutes, 
would appear somewhat as follows: 


CHAPTER XXV 


REPORT WRITING 

A form of business English which is clearly in a class by 
itself is the written report. Since it is usually prepared only 
when called for, it need not aim to attract attention and 
arouse interest as a sales letter must. 

Purpose of the written report. Such a report should aim 
to present facts — agreeable or disagreeable — from which con- 
clusions may be drawn regarding the wisdom of continuing 
as in the past, or of making changes. 

Essentials of a good report. The accuracy of the data is, 
of course, fundamental. Clearness is also of first importance 
and may be secured through 

1. Elimination of irrelevant matter in which the facts for the 
report frequently lie deeply buried. It is extremely important that 
nothing be given a place in the report which is not closely related to 
the matter in hand. 

2. Systematic organization of the material so as to afford easy 
reference. Any logical plan may be followed, but there must be a 
plan or the report will not be easily understood. 

3. Good display of the body of the report. This may be done 
through the use of 

Suitable heads and subheads 
Tabulation of all statistical data 
Graphs of comparative data 

Proportion requires that relatively unimportant matters be 
kept subordinate and that the important parts of the report 
be made prominent. Completeness requires that nothing es- 
sential be omitted. 

Conclusions are not essential to a good report, but they are 

282 


REPORT WRITING 283 


frequently included, and sometimes recommendations are made 
as to future policy. 

Form of the report. Although there is no fixed form for 
reports,' they are usually written in letter form addressed 
to the person or persons who are to consider them. The 
salutation is Dear Sir or Gentlemen. The complimentary close 
may be Respectfully submitted or Yours very truly , according 
as the report is formal or informal. 

Formal reports are usually long enough to require subheads 
to make quick reference easy. The main heads may be 
centered and the subordinate heads typed as margin topics 
as shown in the Report on Vehicular Traffic, page 284. For- 
mal reports may have a backing sheet like legal documents. 
A letter of transmittal, something like the following, usually 
accompanies a formal report: 


Letter of Transmittal 


To the Chamber of Commerce 
Carson, Indiana 
Gentlemen: 

Your Committee on Vehicular Traffic appointed at the 
March meeting to investigate certain transportation and 
traffic conditions in the vicinity of the Union Station and 
the several freight depots has completed its investigation and 
submits the accompanying report. 

Respectfully 

Henry Jarvis 
Chairman 


EXERCISE 


1. The Acme Manufacturing Co. is considering your place as a 
possible location for one of its factories, and has written to the Board 
of Trade for information on the following points: 

1. Transportation facilities 

2. Available sites 

3. Labor supply (The factory would require 100 girls, 16 to 

20 years of age.) 

4. Available electric current 

5. Bonus offered to such an industry 


BUSINESS MAN’S ENGLISH 


Heport of the Committee on Vehioular Traffic 


The Problem For several years it has beoome increasingly 

evident that the traffic conditions in and about 
Melrose Street and in the vicinity of the Union 
Station demand relief. Automobile collisions and 
accidents to pedestrians on Kmerson Street have 
Increased at an alarming rate during the last year. 
The problem is to determine the best method of re- 
lieving the congestion with the least interference 
with natural lines of traffic. 


Method of In order to have exaot information on which 

Investigation to base its recommendation, your committee stationed 

men at the intersection of Emerson and Melrose 
Streets and also at the interaeotlon of Pine and 
Melrose Streets. These traffic inspectors kept 
count of the number of vehicles of all kinds going 
east or west on Emerson and Pine Streets between 

6 and 9 a.m. and between 4 and 7 p.m. The table be- 

low shows the result of their count. 




Kmerson 

Street 

Pine 

Street 


Eastward 

Westward 

Eastward 

Westward 

Result of 

Motor Delivery 




the Count 

Autos 

75 

42 

18 

27 


Motor Trucks 
Passenger 

15 

2 

1 

2 


Autos 

236 

201 

70 

75 


Motor Cyoles 
Horse Drawn 

2 

0 

1 

0 


Vehicles 

17 

15 

34 

32 


Totals 

345 

260 

124 

136 


It will bo seen that the traffic on Emerson 
Street is prevailingly eastward while that on Pine 
Street is more evenly balanced but with a slight 
tendency westward. The total number of vehiolea 
counted on Emerson Street waa 605, against 260 on 
Pine Street. If these two streets had been one way 
streets — Emerson eastward only, and Pine westward 
only — the count would have stood: Emerson 469, Pine 
396. Such a regulation would have reduced the num- 
ber of vehicles on Emerson Street 23 per cent with 
the added advantage of one way traffic. This ad- 
vantage would have more than offset the increase on 
Pine Street. 

Recommendation Your oommittee therefore recommends that the 

Chamber petition the city authorities to establish 
one way traffic regulations on Emerson and Pine 
Streets. 


Respectfully submitted 





REPORT WRITING 285 

As secretary of the Board of Trade, make a report in letter form 
covering the points mentioned. 

2. Get information from a milk dealer or some merchant who has 
used both horse drawn vehicles and motor delivery wagons, as to 
the comparative cost of operating each kind of delivery system. 
Make a report on the advantage or disadvantage of the kind now in 
use. (An auto salesman may be able to give you the necessary in- 
formation.) 


CHAPTER XXVI 


PROOF READING 

Printer’s copy. Whenever circulars, booklets, and other 
advertising matter are to be issued, the first thing to be 
done is to prepare the printer’s “copy,” as the manuscript 
is called. This copy should be prepared with the utmost 
care. Typesetters are usually instructed to “follow copy,” 
which means that they will set what you have typed even 
when it may seem to them that it ought to be different. 
Carelessly prepared copy may necessitate much changing in 
the printing, and changes cost money. 

Reading proof. After the printer has the matter set, he 
makes from the type an impression known as the proof. This 
he will send to you for correction. It is at this time that a 
knowledge of proof reader’s marks will be of great use to you. 
The marks given on the next page are those commonly used 
in correcting proof. 


286 


PROOF READING 


287 


($) It is -net our intention. 

3T Recommendation 
/% For twojfhe positions 
ybu A good f 1 etter/ sales^ 

Ready for immediate shipment. 
Co^fecv THE P eerless WRITING 

MACHINE 

5.C. W. R. S ullivan . President. 

$ of the war. ^Because certain 

Price of Morocco. Leather. ^ 
'no ^ ^Importations are falling olL 
Treat eacl^lass 

Since the market 
usually sold at list prices.ZU 
'Several months'ago 1 
The ^ne wh ales manager 
O It is of no consequence^ 

A ManagerAdvertising Depart- 

ment. 

A increase 

Given 60 days credit. 

We have^to business. 
Inpianapolis 

The American manufacturer 
Johnston’s ''Elements of Con- 
tract^ 

Elections cf officers 
A Our stock company 
Thejollowing statement: 

The New Tax Law 


Out;^m 

6) 
/n 

\y\y 


□ 

¥■ 

CJbrdk&S 


V 





A 

v». 


The dealers business 
Seconcjfclass rate * 

There are however, as might 
be expected, instances 
We also make s/eel cabinets. 
Will you (Continue) to write? 
The report was as follows^ 

As to the rtilesjjgoverning 


Jh c. (writing) 


Take out. 

Take out and close up. 
Insert. 

Transpose. 

Put in italic. 

Put in capitals. 

Put in small capitals. 
New paragraph. 

Set in black-faced type. 
No paragraph. 

More space. 

Move’ to left. 

Move to right. 

Raise letter or word. 
Lower letter or word. 
Insert a period. 

Insert a comma. 

Retain word crossed out. 
Is this correct ? 

Matter omitted. 

Reverse letter. 

Close up. 

Insert quotation marks. 

Straighten line or word. 
Indent one em. 

Broken letter. 

Put in centre of line or 
page. 

Insert apostrophe. 

Insert hyphen. 

Insert lead between lines. 

W rong font— size or style. 
Use roman letter. 

Insert colon. 

Push down lead which is 
showing with type. 
Lower case 


Proof reader’s marks 


288 


BUSINESS MAN’S ENGLISH 


X 

<»■ 


A VACATION TRIP TO NIAGARA FALLS <f> 
C j t^e Great Ship “Seeandbee”H3 C & ritih ' 


X Jij the coming of the “Palefac^’ ti/e red man /£ zaj 

roamej/ through©^- the length and breadth or a'lwff) 
land : y /Tfe wonders and glories ^(ere -is -ftyj 

Fl3fcm story an^ tradition ilM sj^e^^ 

Cy^ 9 of the Inndiyn ^ribes knew of th^mighty cat-^y^ 

(frfcaM ar/act which^called n y-ag-ga-rah signifing the 

^ { ^ & ^ 


l thunder of the water. 





Oj j)j To under3tand and ajDreciate th- full maj- 

pujcoj) esty and grandeur of Niagara X a ^ s ^Gorge A the ^ 

& travel/er should, after viewing the dashing 

Raters of the cataract, take take the gorge cajb 

trolley trip, gong down oh the Canadian y£ide JsO 
oj <*! and returning jo the American. The vie^s < 5 > 

thus ISjotained are more impressi^ th^n if the o^j 


Af»j 


WS/I rou 

rub 


^ bj reverse/^ 


'J 




wj ’Looking backyiard—we catch choice glimpse^ of ^ sj 

dapjoj the X a ^ s enchanted by distanc^ tt\e first halting e aj> 
Xf fa p^ace on this awe-inspiring ayd never-forgotten /ivj 

trip is above the wirlpool ^ swirling Maelstrom. . 

— From a Tourist Folder <3) 



A proof marked for correction 


PROOF READING 


289 


EXERCISE 

Proof readers must be able to recognize incorrect spelling. 
Using proof reader’s marks, correct any misspelled words in 
this list. 


absense 

accessable 

extention 

supercede 

suspition 

whitch 

volumn 

whoes 

colatteral 

financialy 

usualy 

forcable 

Wednesday 

unmanagable 

itself 

exchangable 

offered 

ninety-ninth 

eighth 

paralell 

permissable 

planed 

preferred 

preperation 

proceedure 

saleable 

stastistics 

schedule 

reveiwed 

commercial 

nuisence 

unanimous 

writing 

written 

across 

ammount 

immeadiately 

warrent 

independant 

competant 

existance 

ocassion 

incredable 

visible 

feasible 

Messers. 

agree 

convient 

Febuary 

bookeeper 



EXERCISE 



Some of the following words are misspelled. Bring to class 


a list showing 

the correct spelling of each word. 

untill 

seperate 

believe 

reccomendation 

quanity 

costumer (buyer) 

referring 

buisness 

judgement 

receive 

suficient 

arears 

comittee 

truely 

sincerly 

occurence 

preceed 

insolvency 

succeed 

comission 

accomodate 

principal (chief) 

priveledge 

morgage 

alright 

carrage 

acknowledgement 

summery 

transferable 

benefitted 

dissagree 

Cincinatti 

counterfit 

unecessary 

moveable 

superintendent 

alledged 

apology 

attached 


290 

BUSINESS MAN’S 

ENGLISH 

auxiliary 

awkard 

ballance 

beginning 

boundry 

consciencious 

concensus 

demurage 

discribe 

desireable 

destroy 

develope 

demention 

dissatisfy 

embarrasment 

expence 

vacinity 

greatful 

liesure 

lisence 

maintainence 

milage 

miselaneous 

nesessary 

noticeable 

oblidged 

offerred 

ommitted 

oweing 

predjudice 

probaly 

renumeration 

remittence 

responsable 

stoped 

substract 


EXERCISE 1 

Making use of proof reader’s marks, correct the proof which 
your teacher will furnish for each member of the class. 

BIBLIOGRAPHY 

The Writer's Desk Book , W. D. Orcutt, Frederick A. Stokes Co. 

Manual for Writers, Manly and Powell, The Chicago University Press. 

1 Printers will furnish very cheaply proofs of matter which they are 
printing in the regular course of their business. Enough copies of the same 
proof should be obtained to supply every member of the class. 


CHAPTER XXVII 


FILING AND INDEXING 

The vertical file. This file, in its numeric form, is particu- 
larly useful to firms having very heavy correspondence. The 
alphabetic form of this file may be used conveniently by firms 
whose correspondence is comparatively light. The advantages 
of the vertical system are 

1. The ease with which letters may be filed 

2. The quickness and certainty with which a letter may be 

found in the file 

3. The easy adaptation of the system to the growth of the 

business 

Four forms. Four systems, or forms, of vertical filing are 
commonly recognized: 

Alphabetic filing Numeric filing 

Subject (or topic) filing Geographic filing 

In reality there are only two fundamental systems of filing — 
the alphabetic and the numeric — for subject and geographic 
files are arranged alphabetically or numerically. 

Essential parts. The vertical letter file consists of the 
following parts: 

1. ,A drawer, or cabinet of drawers, 10 inches deep, 12 inches wide, 
and 24 to 36 inches long. This is the same for all four systems. 

2. Folders of heavy manila paper, to keep the letters in place. 
The back of these folders is about half an inch higher than the front 
for the purpose of showing 

(a) the correspondent’s name, in alphabetic filing, or 

(b) the correspondent’s number, in numeric filing. 

291 


292 


BUSINESS MAN’S ENGLISH 



An alphabetic-numeric file. Fig 1. Miscellaneous folder. Contains alphabetically arranged letters from 
infrequent correspondents who have no individual folders. Fig. 2. Individual folder. One for each regular- 
correspondent. This one holds letters from Armour Grain Co., and carbons of our answers, 3. Uut 

guide. To show when and by whom a folder was taken from this position. Fig. 4. Guide. Alphabet m 
black, numerals in red. Misplaced folder easily shown by black numeral at the right. 





FILING AND INDEXING 


293 


3. Guides made of stiff card board 10 x 12 inches with a tab, or 
projection, that shows above the folders between which the guides 
are placed. This tab may bear 

(a) Letters of the alphabet, in very simple filing; as, A, B, C, D, 
etc., or subdivisions of the alphabet in larger files. Thus for the 
letter B we might have the following subdivisions: Ba-Bar, Bas-Baz, 
Be-Bh, Bi-Bl, Bo, Bra-Bri, Bro-Bry, Bu-By. 

(b) Numbers in the numeric file. The numbers on the guides are 
usually even tens; as, 1100, mo, 1120, etc., the intervening numbers 
being on the folders. 

(c) States and places, in geographic filing. 

(d) Subjects; as, Flats to Rent, Houses to Rent, Lots for Sale, or 
Draperies, Perfume, Satins, Shoes, Silks, Toilet Articles, Umbrellas. 

4. A card index. The numeric system of filing letters requires an 
alphabetically arranged card index. Such a card index, however, is 
not required by any of the other systems of vertical filing. Each 
card is 3 x 5 inches and bears the name, address, and file number of 
one correspondent. Alphabetic guide cards are used here as in the 
alphabetically arranged letter file, but they are, of course, only 3x5 
inches in size. 

Alphabetic filing. This system of vertical filing presents 
no difficulty to the person who understands subdivisions of 
the alphabet like those shown under Guides. After the cor- 
rect folder has been found, the letter should be placed in it 
with the top toward the left side of the drawer, and the face 
of the letter toward the front of the file. In any system of 
vertical filing, the most recent letter should be on top; that 
is, nearest to the front. 

Numeric filing. A letter from the Apple Growers’ Asso- 
ciation, Hood River, Oregon, is to be filed. The clerk may 
remember the file number of this firm; but if not, he will go 
to the alphabetically arranged card index where he will find, 
behind the A guide, a card bearing the name Apple Growers’ 
Association and a number, say 1143. Turning to the filing 
cabinet, he will open the drawer marked 1100-1149, in which 
he will find folder 1143 behind the 1140 guide. Without re- 
moving the folder from the drawer, he will place the letter 
with the others from this firm, after writing the number 1143 


2 94 


BUSINESS MAN’S ENGLISH 


in the upper right-hand corner of the letter. This is to make 
it easy to replace a letter which has been taken from the file. 

Assigning a file number. If machine-numbered index cards 
are used, it is good practice to keep them in a drawer with 

the card bearing the first 
unassigned file number at 
the front. Even when 
the numbers are penwrit- 
ten, the first of the re- 
maining cards should be 
give$ the next consecu- 
tive file number, whenever 
a card is taken from the 
tray. This saves going 
to the last drawer of the 
letter file to learn what 
number to give a new 
correspondent. 

In filing a letter from a 
new firm like the Brennan 
Specialty Co., 772 Locust 
St., St. Louis, Mo., the clerk takes the first card in the sup- 
ply drawer. It bears a number, say 1276, in the upper right- 
hand corner, but is otherwise blank except for simple ruling. 
The clerk will then write the name and address of this firm 
on the card and place it in its proper position in the card index 
behind the guide marked Bra-Bri. He will then take a folder, 
number it 1276, and write the firm name on it. This folder is 
then placed behind the 1270 guide in the letter file and is 
ready to receive letters. 

Finding a letter filed numerically. Suppose the file clerk 
is asked to produce a recent letter from The A. B. Chase Com- 
pany. If he does not remember the file number of this com- 
pany, he looks behind the C guide in the card index where 
he finds a card like that illustrated on page 296. He then 



FILING AND INDEXING 


2 95 


goes to drawer 900-949 and takes the desired letter from the 
folder numbered 933. 

Cross reference. The numeric system of vertical filing has 
one advantage. It is possible, through the card index, to 
refer to matters which are related to the subject in hand, but 
which do not strictly belong with it. 

Suppose you have for some time been buying paints and 
oil from The A. B. Chase Company. You have bought car 
lots direct from the Cleveland house and smaller lots from 
their state branch which goes under the name of Chase & 
Warren. Besides this, you have had some correspondence 
with B. R. Foster, vice-president of the company, in regard 
to investing money in extensions which the company has 
been making. Mr. Foster, in some of his letters, has replied 
to your inquiries regarding paint shipments and the like, and 
has then taken the larger part of his letter to urge further in- 
vestment with the company. 

These three correspondents have distinct file numbers and 
separate folders. If the information for which you are look- 
ing cannot be found in folder 933, it is an easy matter to refer 
to the Chase card in the index which tells you that folders 
1187 and 1202 also contain letters related in some way to 
the Chase Company. 

In alphabetic filing it is possible to put cross reference in- 
formation on the front of the folder which holds the letters 
in place. 

Subject filing. The arrangement of card indexes by subject 
is very common; as, Apartments to Rent, Stores for Sale, 
etc. Such a card index may refer to letters in a regular letter 
file, or it may be entirely independent. 

Some of the larger firms have their letter files arranged by 
subjects, but these firms do so only when it is desired to 
have in one place all the letters dealing with a single subject. 
A firm of construction engineers, for example, wish to keep 
separate all letters, quotations, etc., regarding their various 


296 


BUSINESS MAN’S ENGLISH 


building projects. Guide cards would be prepared for the 
various undertakings; as, Camp Upton, Nitro Plant, Prince- 


Chase & Warren 

Atlanta, Ga. 

1187 

State agents for the A. B. Chase 
Paints, Oils, and Varnishes 

Co. 

Cross Reference 

* 

Chase Company, The A. B. 

Foster, B. R. (Vice Pres.) 

933 

1202 

poster 75 __ — 

1926 — 

01eTe ^a.Vjo e - 

• B - Cila «e Co. 

1202 r 

Chase Company, The A. B. 

1926 Euclid Ave. 

Cleveland, Ohio 

933 

Paints,. Oils, and Varnishes 


Cross Reference 

Chase & Warren (State Branch) 

Foster, B. R. (Vice Pres.) 

1187 

1202 


Index cards showing cross reference 

ton Contract, Cleveland Dock. Letters would then be filed 
alphabetically, in labeled folders, behind the appropriate 
guide. 

Geographic filing. Geographic filing, or filing under the 
names of places, may be used to advantage when it is desired 


FILING AND INDEXING 


297 


to have letters grouped according to the localities from which 
they come. Behind the state guides are guides bearing the 
names of cities and villages, alphabetically arranged. Behind 
each of these guides are folders, also alphabetically arranged. 



The tickler. The tickler, or jogger, is a tray of cards 
which is consulted every morning as a reminder of things 
that are to be done on that day. It has guide cards for the 
months and guides numbered 1 to 31 for the days of the 
month. A matter requiring attention on the 28th may be 
jotted down on a slip of paper and filed behind the guide 


298 BUSINESS MAN’S ENGLISH 

marked 28. It will then be found and attended to on that 
day. 

Follow-up systems. When for any reason, as in a sales 
campaign or in collecting overdue accounts, it is necessary 
to write regarding the same matter to a given person a num- 
ber of times or until a favorable reply has been received, a 
follow-up system may be used to regulate the interval be- 
tween letters. There are many follow-up systems on the 
market, some of which use the letter file itself and others 
a card index of some kind. The simplest . form of follow- 
up is a tickler made of 3 x 5 cards on which is kept a record 
of letters and advertising matter sent out and the nature of 
the replies received. 

The alphabetic follow-up. This form of follow-up has the 
advantage of showing on cards, alphabetically arranged, the 
record of letters to and from particular persons or firms. 



An alphabetic follow-up record 


FILING AND INDEXING 


299 




The illustration on page 298 shows that three circular letters 
were sent to Quincy & Meyers, resulting in the inquiry of 
July 2 asking for terms. This letter was answered with quo- 
tations on July 5, and the 
indicator was moved for- 
ward to the number 12 to 
show that this matter is 
to receive further attention 
on July 12 if no reply is 
received in the meantime. 

A Shannon file Each da y the clerk attends 

to the cards whose indica- 
tors are set for that date and also makes the record, on the 
proper cards, of the letters sent out and the replies received. 

The Shannon file. This form of file consists of a board 
about 10 x 15 inches on which are mounted two metallic 
arches which may be opened and closed. Before filing, each 
paper must be punched in two places to permit the arches to 
pass through the sheet. 

This form of file is par- 
ticularly useful for papers 
which are to be kept to- 
gether in a certain order, 
such as freight bills, 
checking lists, inventory 
schedules, etc. 

The box file. This con- 
sists of a book-like box of 
heavy pressboard. It is 
about 9 x 11 inches and 
3 to 6 inches in thickness. Box g| es 

Inside are heavy manila 

guides, each bearing a letter of the alphabet, and bound at 
the back like the leaves of a book, except that the space be- 
tween the leaves is adjustable to allow for the accumulation 


300 


BUSINESS MAN’S ENGLISH 


of letters. The guide letters appear at what would be the 
right-hand edge of the book. 

This form of file is cheap and adequate for very light corre- 
spondence or for papers to be filed temporarily. The objec- 
tions to it are that it is bulky, requiring much shelf room, 
that it is not flexible enough for a growing business, and 
that the letters of any particular correspondent are commonly 
scattered through several of these box files, thus making 
quick reference almost impossible. 

Flat file. This is really a box file put into a wooden con- 
tainer which, in turn, is a drawer of a cabinet containing 
a number of such drawers in flat position. The large number 
of drawers allows subdivisions of the alphabet and makes 
better provision for expansion than the box file. Firms hav- 
ing extensive correspondence, however, find it less satisfac- 
tory than some form of vertical file. 

EXERCISE 

The alphabetic file in your office has the following subdi- 
visions: Ba-Bar, Bas-Baz, Be-Bh, Bi-Bl, Bo, Bra-Bry, Bu-By. 
Determine the guides behind which the following names 


should appear: 



Benson 

Buehler 

Bergin 

Bauman 

Blau 

Blackwood 

Brink 

Burger 

Bunnell 

Bryant 

Byck 

Butler 

Broughton 

Billings 

Barnes 

Boehm 

Barns 

Baylis 

Burgin 

Bennett 

Blakeman 

Bundy 

Byron 

Board of Audit 


EXERCISE 



Each pupil should become thoroughly familiar with the 
directory of the Bell Telephone Company or of some other 
company that follows a consistent method of alphabetizing. 


FILING AND INDEXING 


301 


Schools may obtain discarded telephone directories for the 
asking. 

1. Make a list of fifty firms and individuals in your own city. 
Arrange their names in alphabetic order, directory style. 

2. Under what letter and in what order would you arrange the 
following: McPherson, McDonald, J. A. Maas, MacDonald, De 
Vries, Du Pont, Vanderlinder, La France, Lafayette, Van Sant, 
Vandenburg, St. John, Sellers, Stevens, Mueller, Muller? 

3. Arrange in alphabetic order, directory style, the names of forty 
firms advertising in a designated current magazine. 

EXERCISE 

The following sentences, pertaining to letter filing, show 
faulty construction or a wrong use of words. Rewrite each 
sentence in correct form. 

1. On each of these cards there is a name of a firm or person who 
you transact business with, also a file no. is found in the right-hand 
corner of the card which enables you to file letters and orders away 
that you receive from these firms. 

2. A card index is not useful only to a library but to stores & such. 

3. There is a guide card between every letter of the alphabet. 

4. One looses his temper when he looks for a letter in a hurry & 
then perhaps not find it. 

5. A card index saves time and lessens the work which otherwise 
if the business did not use the filing method, the papers would not 
be found, causing the clerks much loss of time. 

6. The number is put on the left side of the folder and holds all 
the correspondence with the firm. 

7. When people use the numeric file they number the people 
whose letters they receive. 

8. An index is made out with the names of the people in alpha- 
betic order and their numbers on them. 

9. When he wishes to look up a correspondent he looks up the 
number on an index card. He then looks for that no. in the letter file. 

10. In between this card are all the letters from this firm. 

11. Each person who sends a letter to the firm is placed in the 
index along with the answer. 

12. They file all correspondence and keep them about a year. 

13. This saves time due to the fact that they can readily be found. 


3° 2 


BUSINESS MAN’S ENGLISH 


14. The vertical file enables us to find letters that have been re- 
ceived quickly at any time. 

15. Instead of a letter of the alphabet each customer is given a 
number and a compartment in which all letters are kept from the 
person who sends or receives the letters. 

BIBLIOGRAPHY 

Office Practice, Cahill and Ruggeri, The Macmillan Co. 

Modern Filing, Wigent and others, Yawman & Erbe Co. 

Indexing and Filing, E. R. Hudders, The Ronald Press Co. 


CHAPTER XXVIII 


POSTAL INFORMATION 1 

Mail matter is divided into two great classes — foreign and 
domestic. In this chapter, the discussion is limited to do- 
mestic mail. 

Domestic mail matter. Domestic rates apply to mail ad- 
dressed 

1. To any place within the United States 

2. To or from United States possessions 

3. To the United States postal agency in Shanghai, China 

4. To Canada, Cuba, Mexico, and the Republic of Panama 

5. To Great Britain and Ireland (letters only) 

6. To Germany (letters only, when sent by direct steamer) 

Classes of mail. First-class matter includes all sealed matter 
and written matter whether sealed or not. Typewritten work 
and carbon copies are considered written matter. 

Second-class matter includes newspapers and periodicals 
bearing notice of entry as second-class matter. 

Third-class matter includes printed matter not admitted to 
the second class, nor embraced in the term “book,” photo- 
graphs, proof sheets of advertisements or other printing to- 
gether with the accompanying manuscript. 

Reproductions, or imitations of typewriting, made by the 
mimeograph, multigraph, or the printing press are considered 
third-class provided not less than twenty copies are mailed 
at one time unsealed, identical except for the filled-in address. 

1 Changes in postal rules and rates are so frequent that the pupil should 
have a recent issue of the pamphlet entitled “ Postal Information ” which 
may be obtained free from the Postmaster General at Washington. 

303 


304 


BUSINESS MAN’S ENGLISH 


Fourth-class , or parcel post matter , includes merchandise, 
seeds and farm products, books and catalogs, miscellaneous 
printed matter not embraced in the other classes. 

Rates of postage. The table below gives in convenient 
form the rates for the four classes of domestic mail. 

Written matter Limit of 

Class Rate allowed weight 

First 2 cents for each ounce No limit 4 lb. 


or fraction thereof 
1 cent for each ounce 
or fraction thereof, 
for drop letters where 
no carrier service is 
provided; elsewhere, 

2 cents 

1 cent for postal cards 
and post cards 

Second 1 cent for each 4 ounces 
or fraction thereof 


Third 1 cent for each 2 ounces 
or fraction thereof 


Fourth Rates vary according 
to a zoning system 


“Marked Copy” No limit 
“Specimen Copy” 

“Sample Copy” 

Name and address 
of sender 

“With best wishes” 41b. 
“Do not open till 
Christmas” 

In form letters 
inside address 
and signature 
filled in 

Name and address 50 lb. 
of sender required 
on face of parcel 


Special delivery. When “Special Delivery” is written on 
the face of a letter or package of any class and a special 
delivery stamp, or ten cents worth of ordinary stamps be- 
sides the regular postage, is attached to the package, it will 


POSTAL INFORMATION 


305 


be delivered promptly by messenger to any person living 
within one mile of the post office. Special rules apply to 
rural routes and to cities having delivery service. 

Registered matter. Any letter or parcel of the first three 
classes may be registered for a fee of ten cents in addition 
to the postage. The addressee will be required to sign a 
receipt for registered matter when the sender makes request 
for a return receipt. 

Postal permit. When properly authorized and registered 
by number, a printed permit may be used on third-class mat- 
ter in place of the stamp. 

Parcel post insurance. Fourth-class matter, but no other, 
may be insured at any post office for a graduated fee depend- 
ing upon the value. Private companies also insure parcel 
post packages against loss. 

C. O. D. service. Parcels of fourth-class matter, but no 
other, valued at not more than $100, may be sent C. O. D. 
for a fee of ten cents in addition to the postage. This fee 
covers insurance against loss up to $50. The remittance is 
made by postal money order, the fee for which is added 
to the amount collected from the addressee. The privilege 
of examination is not allowed till all charges have been paid. 


ORAL REPORT 


Learn from your local post office the zone of each of the 
following places and the rate for each zone. Be prepared 
to explain to the class the zone system -with your place as 
the center. 


4. Boston, Mass. 

5. Washington, D. C. 


3. The most prominent 

city of an adjoining state. 


2. The second largest city 
of your state. 


1. The largest city of 
your state. 


6. Chicago, III. 

7. Havana, Cuba. 

8. New Orleans, La. 

9. Los Angeles, Cal. 

10. Manila, P. I. 

11. Denver, Colo. 

12. Houston, Tex. 


3°6 


BUSINESS MAN’S ENGLISH 


EXERCISE 

Find the postage necessary for each of the following pieces 
of mail matter sent from your post office: 


Kind 

Letter 

Letter 

Booklet 

Catalog 

Letter 

Letter (special delivery) 
Newspaper (by individual) 
Bundle of newspapers 
Letter (registered) 

Package of pens 
Letter 
Sheet music 
Book 

Photograph 

Letter 

Calendar in tube 
Seeds (C. O. D. $2) 

Letter (unsealed) 

Engrossed diploma in a tube 
Blank diplomas in tube 
Drugs (special delivery) 
Letter 

Printed matter 
Letter 

Letter (registered) 

Letter 

Letter 

800 form letters, unsealed 
200 form letters, sealed 


Weight 

Destination 

Oz. 



Mexico City 

2 

San Juan, P. R. 

2 ^ 

Boston, Mass. 

8 

Topeka, Kan. 

3 

Sitka, Alaska 

2 ^ 

Boise, Idaho 

6 

Charleston, S. C. 

48 

Toledo, Ohio 

5 

Mobile, Ala. 

10 

Savannah, Ga. 

2 

Toronto, Canada 

2 

Manila, P. I. 

18 

Poughkeepsie, N. Y. 

5 

Concord, N. H. 

1 y* 

Liverpool, Eng. 

16 

Denver, Colo. 

12 

Houston, Tex. 

2 

Tucson, Ariz. 

10 

Camden, N. J. 

16 

Dover, Del. 

24 

Largest city of your state 

2 

Your own city 

8 

Canal Zone 

2 

Dublin, Ireland 

2 

Mexico, N. Y. 

2 

Shanghai, China 

1 X 

Glasgow, Scotland 

2 

Cities in Ohio 

2 

Cities in Michigan 


CHAPTER XXIX 


ABBREVIATIONS AND SIGNS 

The following abbreviations and signs, common in business, 
are given here for easy reference. Abbreviations of state names 
will be found under Letter Form, p. 144, and proof reader’s 
marks under Proof Reading, p. 287. 


A 1 , first quality 

A. B., Bachelor of Arts 
abbr., abbreviation 
acct., a/c, account 
acct. cur., account current 
A. D., in the year of our Lord 
{anno Domini) 
advt., ad., advertisement 
ad val., A/V, according to value 
{ad valorem) 

Admr., Administrator 
Admx., Administratrix 
Agt., Agent 

A. M., Master of Arts 

a. m., A. M., before noon 
amt., amount 
Ans., A., Answer 
App., Appendix 
approx., approximately 
ar., arr., arrive (time table) 

Assn., Association 
Asst., Assistant 
Atty., Attorney 
av., average 
Ave., Av., Avenue 
avoir., avoirdupois 

B. A., Bachelor of Arts 
Bal., Balance 


bbl., brl., barrel 

B. C., Before Christ, British 
Columbia 
bdl., bundle 
bds., boards 

B/F, Brot. Fwd., Brought For- 
ward 
bg., bag 
Bk., Book 

B/L, B. L., Bill of Lading 
Bldg., Building 
B. O., Buyer’s Option 
bot., bought 

B. Pay., B/P, Bills Payable 
B. Rec., B/R, Bills Receivable 
Bro., Bros., Brother, Brothers 

B. S., Bachelor of Science 
B/S, Bill of Sale 

bu., bush., bushel, bushels 
Bus. Mgr., Business Manager 
bx., bxs., box, boxes 

C. , Centigrade, hundred 

c., centimes (French money) 
ca., cs., case, cases 
c. a. f., cost and freight 
Can., Canada 
Cash., Cashier 
Cat., Catalog 


3°7 


3°8 


BUSINESS MAN’S ENGLISH 


C. B., Cash Book 
cc., cubic centimeters 
C/D, Carried Down 
cert., certif., certificate 
cf., compare (Latin confer) 

C/F, Carried Forward 
c. f. i., c. i. f., cost, freight, and 
insurance 
C. L., Car Lots 
cm., centimeters 
cml., commercial 
Co., Company, County 
c/o, in care of 

C. O. D., Collect on Delivery 
Coll., Collection, Collector 
Com., Commission, Commit- 
tee 

Cor. Sec., Corresponding Secre- 
tary 

Corp., Corporation 

C. P. A., Certified Public Ac- 
countant 

Cr., Credit 

c. w. o., cash with order 
cwt., hundredweight 

d. , pence 

D. D., Doctor of Divinity 
Deft., Dft., Defendant 
deg., (°), degrees 

Dept., Department 

dft., draft 

D. H., Deadhead 

diam., diameter 

disc., discount 

Dist., District 

div., dividend 

do., (“), the same, ditto 

Dols., Dollars 

doz., dozen 

Dr., Debit, Debtor 

d/s, d. s., days after sight 


ea., each 

E. & O. E., Errors and Omis- 
sions Excepted 
Ed., Editor 
edit., edition 

e. g., for example (< exempli gratia) 
Eng., England, English 

Est., Established, Estate 
et al., and others {et alii) 
etc., &c., and so forth ( et cetera) 
Exch., Exchange 
ex cp., without coupon 
ex div., without dividend 
Exec., Executor 
Execx., Executrix 
Exp., Express, Expense 

f. , francs (French money) 
f., fol., folio 

Fahr., Fahrenheit 
f. a. s., free alongside ship 
ffi, following 
fig., figure, cut 

Fin. Sec., Financial Secretary 

f. o. b., free on board 
frt., freight 

Fwd., Forward 

g. , gram (metric weight) 

G/A, General Average 
G. O., General Order 

G. P. O., General Post Office 
gro., gross 

hab. corp., habeas corpus 
hhd., hogshead 

H. P., h. p., Horse Power 
hr., hrs., hour, hours 
hund., C, hundred 

i. e., that is ( id est) 

Inc., Inclosure, Incorporated 


ABBREVIATIONS AND SIGNS 


309 


fas., Insurance 

inst., present month, instant 

Int., Interest 

in trans., on the way (in transitu) 
Inv., Invoice 

Jm JJ-, Judge, Judges 

J., Jour., Journal 

J. P., Justice of the Peace 
Jr., Junior 

June., Junction (railroad) 

k. , carat (weight) 

K. D., Knocked Down (furniture) 
kg., kilo., kilograms 

kilo., kilograms, kilometers 

l. , liter (metric measure) 

L/C, Letter of Credit 

L. C. L., Less than Car Lots 
L. F., Ledger Folio 

Lib., Book (liber) 

LL. D., Doctor of Laws 

L. S., Place of the Seal (locus 
sigilli) 

L. s. d., pounds, shillings, pence 
Ltd., Limited (after firm name) 

M. , Monsieur, thousand, noon 

m. , meter, mark (German money) 

M. A., Master of Arts 

M. C., Member of Congress 
M. D., Doctor of Medicine 
mdse, merchandise 
memo., memorandum 
Mfg., Manufacturing 
Mgr., Manager 
min., minute 
misc., miscellaneous 
Mile., Mademoiselle (Miss) 
mo., month 
M. O., Money Order 


M. O. D., Mail Order Depart- 
ment 

M. S., Master of Science 

MS., MSS., Manuscript, Manu- 
scripts 

N. B., n. b., Note well (nota bene) 

N. G., No Good 

No., no., Number 

N. P., Notary Public 
N/S, Not Sufficient (funds) 

N. Y. C., New York City (local 
use) 

O. K., Correct 

O. R., Owner’s Risk 

p., pp., page, pages 
Payt., Payment 
pc., pcs., piece, pieces 
Pd., Paid 
per, by 

per cent., (%), by the hundred 
(per centum) 

Pfd., Preferred 

Ph. D., Doctor of Philosophy 

pk., peck 

pkg., package 

p. m., P. M., afternoon 

P. M., Postmaster 

P. O., Post Office 
P. P., Parcel Post 
pr., pair 

Pres., President 

pro tern., for the time being (pro 

tempore) 

prox., next month (proximo) 

P. S., Postscript 
pt., pint 

qr., quire, quarter 
qt., quart 


3 IQ 


BUSINESS MAN’S ENGLISH 


rd. , rod 

R. D., R. F. D., Rural Delivery 

re, in regard to 
Reed., Received 

Rec. Sec., Recording Secretary 
Ref., Reference, Referee 
retd., returned 
rm., ream 

r. p. m., revolutions per minute 

R. R., Railroad 
Ry., Railway 

s. , shilling 

S. B., Sales Book 
Sec., Secretary 
Sect., Section 
Sen., Senator 
Shipt., Shipment 

sine die, without a day for meet- 
ing 

S. O., Seller’s Option 
sp. gr., specific gravity 
Sr., Senior 
S. S., Steamship 
St., Street, Saint 
Supt., Superintendent 

t. , ton 

tel., telephone, telegraph 
tonn., tonnage 
Treas., Treasurer 
Twp., Township 

ult., last month {ultimo) 

U. S. A., United States of Amer- 
ica 

U. S. M., United States Mail 


via, by way of 

vice versa, the reverse 

viz., namely, to wit (' videlicet ) 

Vol., V., Volume 

vs., against {versus) 

W/B, W. B., Way Bill 
wk., week 
wt., weight 

X, Express; as, U. S. X. 

XX, good quality 
XXX, very good quality 
XXXX, best quality 

yd., yard, yards 
yr., year 

at, in extensions; to, in 
quotations 

£, pounds (English money) 

10/, ten shillings 
2/6, two shillings, six pence 
3 ' 4 ", 3 feet, 4 inches 
6 x 9 , 6 by 9 

2 / 10 , n/ 30 , 2% off in ten days, 
net in 30 days 

5 1 , 5 2 , 5 3 , 5J4 etc., superior figures 
indicating fourths 
30 °, 30 degrees 
A , caret 

V , checked as correct 
\X , double check 

#, number, preceding figures; 
pounds, following figures 


APPENDIX 


SUPPLEMENTARY EXERCISES 

CHAPTER II— EXERCISE 1 

Explain the meaning of the italicized expressions in the 
following sentences: 

1. Our business was good under the Wilson administration. 

2. I find that he cannot give dear title to the lot. 

3. This is a. job lot which we are closing out. 

4. What does the expression “ Vouchers returned ” mean in a bank 
pass book? 

5. Our price is $1.50, carriage extra. 

6. We consider him a good risk. 

7. The land sold for $20 a foot front. 

8. This book is out of print. 

9. Quartered oak brings a good price. 

10. Apply at 245 Dean St. 

11. I shall be glad to make personal application. 

12. They are just stocking up for the busy season. 

13. We have decided to exercise our option and buy the property. 

14. We expect him to honor the draft. 

15. Watch for the remnant sale on Thursday. 

16. Under the circumstances, we are willing to make this concession . 

CHAPTER II— EXERCISE 2 

Explain the meaning of the italicized expressions in the 
following sentences: 

1. Your insurance premium is due. 

2. The bonds were sold at a premium of 13/8 per cent. 

3. We shall be glad to reciprocate if opportunity offers. 

4. The report started a run on the bank. 

5. The local traction company has obtained a franchise covering 
the proposed Franklin street extension. 

311 


3 12 


APPENDIX 


6. Your account shows an overdraft of $5. 

7. The government receives large sums from internal revenue. 

8. We are booking orders rapidly. 

9. They have just organized a syndicate. 

10. We guarantee this ring to be 14k gold, (k stands for carat.) 

11. His estate is worth $3,000,000. 

12. His heirs had to pay an inheritance tax and a mortgage tax. 

13. The undersigned offers all his stock for sale. 

14. The mail-order houses seem to prosper. 

15. The freight rate is 16 cents a hundred. 

16. All empties must be returned immediately. 

CHAPTER II— EXERCISE 3 

Explain the meaning of the italicized expressions in the 
following sentences: 

1. We are making coffee our leader this week. 

2. There is little call for this shoe here. 

3. Breakfast foods are coming to be a staple article. 

4. This stock is selling below par. 

5. The initial cost may be greater than that of the other style, but 
the upkeep will be less. 

6. For sale. All that tract or parcel of land situate in the town of 
Woodhull, county of Steuben, state of New York, bounded and de- 
scribed as follows: 

7. The new proprietors will have the advantage of the prestige 
of the old firm. 

8. We can furnish seconds at a much lower figure. 

9. I should say $500 as a rough estimate. 

10. There has been no marked diminution in sales. 

1 1 . Our net earnings show a falling off. 

12. There is a good call for Panama hats. 

CHAPTER II— EXERCISE 4 

Explain the meaning of the italicized expressions in the 
following sentences: 

1. I shall have to refer this matter to the house. 

2. The lawyer asked for a retainer of $50. 

3. The cashier refused to accept Mr. Underwood’s paper. 

4. His accident insurance rate is high because of his extra-hazardous 
occupation. 


APPENDIX 


3i3 


5. They have decided upon an increase in the hour rate of wages. 

6. We have a standing committee that takes care of such matters. 

7. We do not like the present status of the market. 

8. This paper is sold in case lots only. 

9. This move seems to afford an easy transition from private to 
municipal ownership of the street car lines. 

10. The railroad company is eliminating all curves in its roadbed. 

11. The advancement of a railroad man depends upon seniority. 

12. The bank required the man to be identified. 

13. Ten dollars was paid as earnest money. 

14. A new time table is just out, effective next Sunday. 

15. There are probably a thousand of them in round numbers. 

CHAPTER II— EXERCISE 5 

Explain the meaning of the italicized expressions in the 
following sentences: 

1. These two firms are running each other. 

2. Votes by proxy will not be counted. 

3. My clients reside in Brooklyn. 

4. Our advertising rate is one dollar per agate line. 

5. Their financial standing is Ai. 

6. They have always pursued a conservative policy. 

7. The firm enjoys a virtual monopoly of the product. 

8. We submit these facts for your consideration. 

9. Some books are published on a royalty basis. 

10. The lawyer was preparing his brief. 

11. We have retained Mr. Brown as our lawyer. 

12. We should be willing to undertake this investigation for a 
consideration. 

13. Tell Schlemmer & Co. to charge the repairs. 

14. The gas rate is $2 flat. 

15. This price list cancels all previous quotations. 

CHAPTER II— EXERCISE 6 

Explain the meaning of the italicized expressions in the 
following sentences: 

1. He has the refusal of the house for one month. 

2. We are moving our stock rapidly. 

3. He received a dead letter in this morning’s mail. 

4. Such action would be without precedent. 


314 


APPENDIX 


5. The bank has a surplus of $50,000. 

6. There is a lot of red tape in connection with this matter. 

7. I have your wire of today. 

8. We take inventory about February 1. 

9. In order to realize on these gobds, we are willing to sell at a sacri- 
fice. 

10. We quote these shoes at $2 per pair net. 

11. There has been an attempt to boycott our firm. 

12. Improved real estate commands a ready market. 

13. I am inclosing draft in your favor. 

14. When remitting by local check, please add fifteen cents for 
collection. 

CHAPTER II— EXERCISE 7 

Explain the meaning of the italicized expressions in the 
following sentences: 

1. He is selling wheat on margin. 

2. Our foundry is working overtime to keep up with orders. 

3. We are prepared to furnish extras for any of our machines. 

4. We can run castings on short notice. 

5. Please remit in New York exchange. 

6. He represents himself to be a holder in due course. 

7. They have made two partial payments. (Distinguish from 
payments on account.) 

8. His alleged assets proved worthless. 

9. Ship us four gons nut, Erie delivery. (A gon, or gondola, is a 
coal car.) 

10. Please acknowledge the instrument before a notary with seal. 

11. The bonds have all been hypothecated. 

12. He can certainly turn out ad copy that pulls. 

13. The key number in their ad was “Box 31.” 

14: There is a cloud on the title to that property. 

15. Their 9-story loft building is to let. 

16. The Kensington is one of the best apartments in the city. 

CHAPTER II— EXERCISE 8 

Explain the meaning of the italicized expressions in the 
following sentences: 

1. Each of the branch houses has been assigned its quota of the 
fund for local advertising. 


APPENDIX 


3 i 5 

2. This was the first time that England had attempted to float 
a loan in the United States. 

3. We look for a sharp decline in values. 

4. Williams & Parker are th e.sole agents. 

5. Murphy Brothers expect to resume business soon. 

6. The residue of the estate goes to the widow. 

7. We quote you a price on brick of $19.50 per M. freight 
allowed. 

8. We solicit your further orders. 

9. M. V. Casler was chosen chairman pro tern. 

10. His having the marked bills is prima facie evidence of his 
guilt. 

11. Mr. Taylor is the chief exponent of the bill. 

12. I was sent as a deputy. 

13. According to an appraisal filed yesterday, his estate was worth 
$70,000. 

14. Harvard has just received a bequest of $40,000. 

15. The mayor should not usurp powers expressly conferred by 
statute upon the police commissioner. 

16. We guarantee this to be sterling silver. 

CHAPTER II— EXERCISE 9 

Explain the italicized words. 

1. Routine work should be left to subordinates. 

2. I understand that he is a minor. 

3. Organized labor objects to the plan. 

4. We are about to move into new quarters. 

5. It is clearly the teller’s error. 

6. He holds an equity in the property. 

7. We must curtail expenses next quarter. 

8. We have a claim against him which we cannot collect. 

9. When goods go over more than one railroad, the freight is 
prorated by the roads which carry the shipment. 

10. Please name your best price on this article. 

11. It is reported that he has met with reverses. 

12. The matter was referred to a committee with power. 

13. New York State formerly gave a bonus to sugar beet growers. 

14. They have become financially involved. 

15. The tone of the stock market is buoyant. 

16. Despite the depression in trade , his business has grown. 


3 j 6 


APPENDIX 


CHAPTER H— EXERCISE 10 

Explain the italicized words. 

1. A page of addenda will be found at the end of the catalog. 

2. The printer must have his copy today. 

3. We have not the capital requisite for such an undertaking. 

4. That firm seems to be losing ground. 

5. This enterprise has the backing of one of the largest banks in 
the city. 

6. The time has come when drastic action must be taken. 

7. An insert at the front of the catalog shows the errata. 

8. Lumber may be bought dressed , or rough. 

9. Celery is now sold by growers in the rough (i. e. unwashed and 
with the roots on just as it grew.) 

10. A stenographer should not betray her employer’s confidence. 

11. He does not seem to know how to stop the leaks in his 
business. 

12. Mr. Browne covers your territory and will call upon you. 

13. Overhead expense remains practically the same with maximum 
or minimum output. 

14. Maximum output , however, lowers the unit cost of production. 

15. The minimum car load is 20,000 lbs. 

16. We are looking for a man with strong executive ability. 

CHAPTER II— EXERCISE 11 

Explain the meaning of the italicized expressions in the 
following sentences: 

1. There has been a steady decline in the iron market. 

2. We have carried this man as long as we can. 

3. The creditors of the firm have demanded an accounting. 

4. When potatoes are stored all winter, two per cent, should be 
allowed for shrinkage. 

5. Mr. Ferguson’s check has been returned to us, stamped “No 
Funds.” 

6. Insurance agents commonly use bichrome ribbons. 

7. He has a great number of accounts outstanding. 

8. These goods are fragile and must be packed with special 
care. 

9. Our factory is run on the profit-sharing plan. 


APPENDIX 


317 


10. Terms: 2 / 10, nl^o. 

11. He is a member of a well-known firm of underwriters. 

12. He asked the freight agent to deadhead his tool chest. 

13. We are offered cull lumber at $15 a thousand. 

CHAPTER III— EXERCISE 12 

Choose the correct form of verb from those shown in paren- 
thesis in the following sentences, giving the reason for your 
choice in each instance. Try to become so familiar with the 
correct form that the incorrect form will not “sound right.” 

1. He said the contents of the house (was, were) insured. 

2. His politics (is, are) unknown to me. 

3. Our thanks (is, are) due to you for your helpful assistance. 

4. The assets of the firm (has, have) been greatly increased. 

5. Half of the stock (was, were) destroyed by fire. 

6. Half of the stenographers (was, were) absent. 

7. Economics (is, are) the science of wealth. 

8. A number of the girls (is, are) leaving their positions. 

9. The majority of the stockholders (is, are) willing to allow the 
surplus to accumulate. 

10. Either the stock number or the price (is, are) wrong. 

11. Neither the number nor the price (is, are) wrong. 

12. Here (is, are) eight quarts of berries. 

13. Mathematics (is, are) difficult for many persons. 

CHAPTER III— EXERCISE 13 

Correct any errors in the following sentences 

1. My pen is broke. 

2. Let the papers on my desk. 

3. This book is tore. 

4. They said to meet them here. 

5. It can’t be him. 

6. It is here in my desk somewheres. 

7. This is the best of the two. 

8. New York is larger than any city in the United States. 

9. Neither of us were ever there. 

10. Wasn’t it funny that he lost his job? 

11. Why don’t you do that after? 


APPENDIX 


3i8 

12. He has examined two autos. I am sure he will buy either 
one. 

13. I need money and I need it bad. 

14. Leave him be. 

15. Nobody didn’t do it. 

16. That looks like it might be some good. 

17. Those kind of potatoes do not keep good. 

18. He made less errors than I. 

19. She always done her work good. 

20. Between you and I, it couldn’t of been him. 

21. There’s too many books on this desk. 

22. Lay down, I tell you. 

23. I meant, as much as could be, to have seen him. 

24. This here one don’t work good. 

25. The goods will be delivered immediately the order is received. 

26. Mostly every one rides on street cars. 

27. Are you late every place you go? 

28. I never ordered any tables last month. 

29. You didn’t haff to go. 

CHAPTER III— EXERCISE 14 

Correct the verb errors in the sentences which follow. 

1. A list of names are usually indexed alphabetically. 

2. I have been employed by The Crosby Company for eight 
months last year. 

3. Our products always have and always will be entirely to your 
satisfaction. 

4. Each letter sent to the different customers are the same. 

5. We do not hesitate in saying that these articles will please you. 

6. As we are retiring from business, it is necessary that he secures 
another position. 

7. Upon these cards are his name, address, and telephone number 
and tells where he is every hour of the day. 

8. We wish that you will give us all the information you can re- 
garding Harold Fairchild. 

9. I will be glad to send samples. 

10. Letters can easily be found which were filed for many years. 

11. I will be twenty-one my next birthday. 

12. I want you should go. 

13. Was there many present? 


APPENDIX 


319 


CHAPTER III— EXERCISE 15 

The following sentences contain examples of incorrect ref- 
erence of pronouns. Make any corrections necessary. 

1 . When goods are sealed in packages, it helps to keep the crackers 
dry. 

2. When the card ledger is used, if a dispute arises you can find it 
with little trouble. 

3. When a person has discontinued their account with a house, 
they send them a letter urging them to resume business with them. 

4. The separate wrappings on each package enables a person to 
use a few at a time without any waste. 

5. If an employer notices that an applicant’s shoes are unpolished, 
he does not make a very favorable impression. 

6. When a firm receives a reply to a sales letter, they see that the 
sender is interested in them. 

7. Everyone likes their groceries fresh and clean. 

CHAPTER III— EXERCISE 16 

Correct any errors in the use of pronouns in these sentences. 

1. A man who you owe may be in need of the money. 

2. The cartage from the consignor’s place of business is paid by 
them. 

3. A man would not employ a girl whom he thinks would make 
a bad impression. 

4. There are several firms from whom they purchase goods. 

5. The southern states, who have been shipping raw material to 
the North, now manufacture it. 

6. No one should leave loose papers on their desks. 

7. Who would not rather do business with a man you have con- 
fidence in? 

8. Petroleum is usually found in the same place that coal is 
found. 

9. When the reader examines the advertisement closely, they find 
that it promises very little. 

10. When a person goes into a store where they are neatly dressed, 
they are more likely to buy than elsewhere. 

11. There are a great many people come to our city. 

12. A circular letter is sent to a customer whenever their store is 
to have a sale. 


320 


APPENDIX 


13. We wish to inquire about Henry Arnold whom, we understand, 
has been employed by you. 

14. There are many firms make extravagant statements in ad- 
vertising. 

15. He does not know whom the receiver will be. 

16. I received a letter from A. S. Case, bookkeeper in your office, 
and who desires a position with our firm. 

17. An employer must be careful who he has for clerks. 

18. He sends this form letter to a long list of people whom he 
thinks will be interested. 

CHAPTER III— EXERCISE 17 

Fill the blanks with appropriate pronouns. 

1. The firm does not pay bills promptly. 

2. The committee will soon submit report. 

3. Each typist has own machine, (a. When all the typists 

are young women, b. When all are men. c. When some are women; 
some, men.) 

4. Every one in the office must attend to own affairs. 

5. The company refuses to lower price. 

6. If a customer receives goods in bad condition, should 

notify the shipper at once. 

7. When a person receives an inquiry, should answer it 

without delay. 

8. Not every man can have life insured. 

9. Anybody can have check certified at the bank where 

money is on deposit. 

10. One never knows how much can undergo till endur- 

ance has been tested. 

CHAPTER III— EXERCISE 18 

Choose the correct form of pronoun in each sentence below. 

1. (Who, whom) do you suppose I saw? 

2. This is a man (who, whom) I think you know. 

3. This is a man (who, whom) I think will do the work. 

4. This is the lady (who, whom) you were looking for. 

5. (Who, whom) is that gift for? 

6. Was it (they, them) (who, whom) you saw at the station? 

7. (We, us) girls had a delightful time. 

8. (Who, whom) do you mean, (he, him) or (I, me)? 


APPENDIX 


321 


9. Give it to (whoever, whomever) wants it. 

10. (Whoever, whomever) you meet, do not speak to him. 

11. She doesn’t know (who, whom) to ask for. 

12. I do not approve of (you, your) having so much money. 

13. He objected to (me, my) buying the lot. 

14. There is no way to avoid (it, its, it’s) being known. 

15. Here is a boy (who, whom) I know is honest. 

16. Here is a boy (who, whom) I know to be honest. 

CHAPTER III— EXERCISE 19 

Correct any incorrect or indefinite reference of pronouns 
in the sentences which follow. 

1. A dunning letter is one sent to people who owe them. 

2. If a man owes you, you send them a letter asking for it. 

3. If a railroad goes through a city, it is sure to increase its im- 
portance. 

4. One ought to be very careful about the way they dress. 

5. Our pure foods are recommended by doctors. Try them. 
They are all wrapped in waxed paper and sealed. 

6. They make out a form letter describing their goods and asking 
for their trade and distribute them to their customers. 

7. At the opening of the Panama canal it made ocean trade 
cheaper. 

8. A person may telegraph to another city asking them to send 
money to him. 

9. You might suppose the man was selling because he had to; 
but that is not it. 

10. A stenographer or typist cannot do good work unless they 
have a clear brain and in order to have them they must have the 
best of places to work in. 

11. In that firm they only hire people who have had some expe- 
rience. 

12. I saw your advertisement in this morning’s paper and I hereby 
apply for it. . 

13. Many people write letters carelessly as though they didn’t 
care how they sounded. 

14. The city is situated on two railroads at the fork of the river 
which would be advantageous to you. 

15. We have therefore drawn on you at sight and we hope you 
will make provision for it. 


322 


APPENDIX 


CHAPTER IV— EXERCISE 20 

Correct any errors of word order or sentence construction 
in the sentences below. 

1. Kindly send via N. Y. Central to my store, 125 High St., 
Quincy, 111 . at once, the following goods: 

2. Managers will not employ a person in a responsible position 
that uses alcohol. 

3. Payment will be made when delivered by N. Y. draft. 

4. It is the best located and furnished camp in Maine. 

5. There is a wide porch on the front of the cottage, a tennis court 
on one end, and a golf ground on the other end. 

6. Here are found swimming, fishing, rowing, golf, and riding 
with tramps through the mountains. 

7. Owing to the increased cost of merchandise and a shortage of 
cash on my part, I must ask you to settle your account a second time. 

8. If you receive a letter from a friend that is flashy in color, you 
form your opinion quick. 

9. Esq. may be used at the end of any man’s name in a letter 
that is over twenty-one years old. 

10. We have many testimonials of satisfied guests that we are 
inclosing. 

11. I shall thank you for any assistance you may give me in se- 
lecting a hotel and train connections for a week’s stay. 

12. Inclosed you will find the monthly statement of your account 
which we are sending to all our customers. 

13. A great many people’s attention is to be attracted by these • 
advertisements. 

14. If you only want to sell to a small community, you might 
advertise in the local papers. 

15. Behind these guides are folders containing each man’s corre- 
spondence that you do business with. 

16. I will graduate from Miami High School where I am taking a 
commercial course this month. 

CHAPTER IV— EXERCISE 21 

Correct any errors of word order or sentence construction 
in the sentences below. 

1. Each morning the desk should be dusted with the chairs and 
the typewriter. 


APPENDIX 


323 

2. Display advertising is showing goods to people in store 
windows. 

3. Honorable is. used before any person’s name that holds an 
office. 

4. Sir is a salutation used in addressing the President or a man 
of high rank in the letter. 

5. We hope you will give us your reason for not sending the 
money by return mail. 

6. This is only'a part of the stenographer’s day’s work. 

7. Display is showing the goods in the windows which can be 
purchased in the store. 

8. The soap is wrapped in’ waxed paper which is guaranteed to 
retain its good quality. 

9. You may either have a sleeping room at the large camp or at 
one of the small cottages. 

10. We have written to you urging you to pay this account 
twice. 

11. It is like a paper which you buy from a boy that costs only a 
cent or two. 

12. We have called your attention to the fact that you have not 
paid your account several times. 

13. At the top of the letter sheet should be printed the person or 
firm’s name. 

14. Ship me 12 cases men’s shoes No. 876 at your earliest conven- 
ience via Gt. Lakes assorted sizes. 

15. Esq. may be used after a Justice of the Peace’s name. 

16. Display advertising could be used if a merchant wished to 
put some article before the public which is for sale. 


CHAPTER IV— EXERCISE 22 

Place the words in parenthesis in the correct position in 
each sentence. If more than one position is correct, show 
the difference in meaning. 

1. He had two dollars with him (only). 

2. The work will take half an hour (only). 

3. I did it once (only). 

4. His desire was to please (only). 

5. You saw me nor heard me (neither). 

6. He is in the store nor in the house (neither). 


3 2 4 


APPENDIX 


7. All piano players are equally good (not). 

8. He came in before I went out (just). 

9. He was guilty of assault, but also of murder (not only). 

10. It was done this way (always). 

11. I am working for fun, but for the money (not). 

12. She speaks German, not French (only). 

13. They plan to remodel the building (completely). 

14. I heard that he had defrauded his employer (many times). 

15. He is eager to please (always). 

16. We have a shipment of goods just in (new). 

17. He is not the man for the position (however). 

18. He is a man in his judgments (deliberate). 

19. You will find that he is dependable (always). 

20. This is a position to fill (difficult). 

CHAPTER IV— EXERCISE 23 

Change the order of words in the following sentences so 
that there can be no mistake as to the meaning: 

1. These advertisements are put in the papers to merely attract 
attention. 

2. At your earliest convenience please send by the Santa Fe Route 
the following: 

3. I have asked you to settle this account many times. 

4. Advertising is about the best means of getting a merchant’s 
business before the public there is. 

5. A sales letter is a form letter advertising a new store sent to 
somebody who is a customer. 

6. Courtesy is very important when dealing with customers as 
well as patience. 

7. An office assistant should be capable of doing the work he is 
paid for, accurate and honest. 

8. I accepted the price you quoted me on shoes by telegraph. 

9. I have intended to pay you that ten dollars every day this 
week. 

10. We thank you for whatever information you may give us in 
advance. 

11. I have only worked here a short time. 

12. I have just seen your want ad for a young man to make him- 
self generally useful in the World. 

13. He just was here in the office. 


APPENDIX 


325 


CHAPTER IV— EXERCISE 24 

The following sentences show faulty construction. Rewrite 
each sentence in correct form, being sure that the meaning 
is unmistakable. 

1. The telegraphic money order is a quick way of sending money 
to a person far away and needs it promptly. 

2. United States raises many sheep, also Australia is noted largely 
for sheep. 

3. Things that often make a girl look untidy are to have their 
hair half combed and slipping down, perhaps a button or two off their 
shoes, and a man without a collar, or necktie. 

4. There is certain to be some very annoying cases come up. 

5. There was a man worked in our office who could take dictation 
in Spanish. 

6. Have you received our beautiful calendar if not call for 
one. 

7. There was a salesman came here last winter who sold aluminum 
ware. 

8. Because of its simplicity and the extent to which the vertical 
file may be expanded is due its popularity. 

9. I am giving to my customers art calendars which, if you have 
not received one call at my store and I shall be pleased to give you 
one. 

10. We sell Sunblush Apples — the kind that every part may be 
used. 

11. On account of bankruptcy they were forced to close their 
business which was last week. 

12. Any other information you may wish to know write and I 
will be glad to give it. 

13. You will find our new catalog a most attractive one. Also a 
money saver. 

14. Mailing lists should be revised to keep them up to date. Es- 
pecially lists of small merchants, they change frequently. 

15. Drugs were high during the war, we couldn’t get them, Germany 
had made them before that time. 

CHAPTER VH— EXERCISE 25 

Some of the following expressions, but not all, should have 
an apostrophe. Think carefully of the meaning of each one 


3 26 


APPENDIX 


and then indicate the position of the apostrophe, if one is 
needed. 

1. The committees report will now be read. 

2. This is my son-in-laws auto. 

3. I will meet you at Wanamakers. 

4. We will give you as low a price as other firms. 

5. We have mens and boys furnishings. 

6. I shall accept Mr. Willis offer, rather than Mr. Allens. 

7. We always have autos to rent. 

8. We shall be glad to give you thirty days credit. 

9. Barkers special sale of ladies shoes. 

10. The meeting is to be in Hallett and Companys office. 


CHAPTER X— EXERCISE 26 

The italicized verbs in the sentence below are not the ones 
that should have been used. Rewrite the sentences using the 
proper word. 

1. A visit to our factory is invited. (Do we invite visits, or 
visitors?) 

2. Our goods must have been satisfactory or they would not 
have been so well patronized. 

3. An advertisement should not contain a single statement which 
the advertiser is not capable of doing. (An advertiser does not do 
statements.) 

4. One’s dress usually foretells the character of the wearer. 

5. I saw your advertisement for a bookkeeper and I have de- 
cided to accept the position. (In an application.) 

6. Strong circular letters do much to convey business to the 
sender. 

7. A circular letter may be used to announce a sale or dissolve 
a partnership. 

8. I thank you for any courtesy you may give us. (Do we give 
courtesies?) 

9. Last month I received a position in the Barnes Co. 

10. On account of the dissolution of the firm I was determined to 
seek employment elsewhere. 

11. I do not mean to infer that it is necessary to dress lavishly. 


APPENDIX 


327 


CHAPTER X — EXERCISE 27 

The italicized verbs in the sentences below are not the ones 
that should have been used. Rewrite the sentences using the 
proper word. 

1 . A well dressed man demands respect wherever he goes. 

2. This is a mistake which he commonly practices. 

3. The price on these goods has raised. 

4. I can fulfill this position to your entire satisfaction. 

5. I might of helped you if I had of known it. 

6. We do our best to maintain our old customers. 

7. An advertisement should convince the reader to buy. 

8. Goods in wax packages withhold their flavor for a long time. 

9. Trusting that I may continue to solicit your orders, I am 

CHAPTER X— EXERCISE 28 

Substitute a better word for each italicized word below. 
Consult the dictionary and the lists of miscellaneous errors. 

1. We have left this account run too long already. 

2. You are more liable to receive the position if you are dressed 
neatly. 

3. I understand Mr. James Brynes is presently employed by your 
firm. 

4. We have tables which we can sell at a much less price. 

5. It is by the merchant marines of foreign powers that most of 
our exports and imports have been done. 

6. We are desirous of prolonging our reputation. 

7. The city ordinances require standpipe and hose because they 
prevent fires. 

8. We regret the inconvenience you were placed in. 

9. There is a light nearby each elevator. 

10. Our floor-walkers have kept careful watch every since the theft 
occurred. 

11. We must replace these old goods by new ones. 

12. No one likes such an appearing man. 

CHAPTER X— EXERCISE 29 

The sentences below contain miscellaneous errors. Correct 
each of these errors. 

1. He always did his work promptly and with satisfaction. 


328 


APPENDIX 


2. I should be very glad if you could help him to obtain a position. 
(In a “To whom it may concern ” letter.) 

3. This man has been in my employment for four years. 

4. I prefer the carbon copies because they are made the same 
time the original copy is made and it saves time. 

5. I have drawn a ten day’s sight draft on you. 

6. Our prices are small compared with most dealers. 

7. Do not delay so that you can get what you want without 
waiting. 

8. Inclose you will find our latest catalog. 

9. I shall be glad to give you any further information regarding 
this machine that you desire. 

10. I thank you very much for folders in advance and other in- 
formation. 

11. I shall appreciate any information about train connections you 
may be able to give me on Sunday. 

12. I regret to again have to inform you that . . . 

13. I do not know how to make train connections or a good hotel 
at which to stop. 


CHAPTER X— EXERCISE 30 

Consult a large dictionary and bring to class a written ex- 
planation of the difference in meaning between the words of each 
group below. Use each word in a good business sentence. 


supplemented, augmented 
alternative, choice 
inevitable, certain, unavoidable 
skilled, educated 
indifferent, neutral 
corporation, joint stock com- 
pany, partnership 
lapse, expire, terminate 
proposed, suggested, advanced 
biased, prejudiced 
unemployed, idle, lazy 
restrict, limit, regulate 
enhance, increase, magnify 
profit, proceeds, return 
cheap, inexpensive 
inflated, watered 


divested, freed 
comprehensive, far reaching 
disregard, ignore 
substantial, marked, prominent 
involved, complicated 
pecuniary, monetary, financial 
license, permit 

progressive, active, up-to-date 
industrial, commercial 
print, publish, promulgate 
reduce, minimize 
adequate, suitable, sufficient 
financially embarrassed, insol- 
vent, bankrupt 
impediment, obstacle 
quota, share, proportion 


APPENDIX 


329 


SPELLING— EXERCISE 31 

Make yourself sure of 100 per cent, in the spelling of the 
first word of every one of the twenty-five expressions which 
follow. You should also observe how each word is used. 

Have some one pronounce these words to you before you 
study them. Then spend your time only on those you mis- 
spell. 

gauge on a boiler 
guard on the machine 
usually we have 25 words 
facility for doing business 
skeptical about the spelling 
genuine wool 
physique of an athlete 
gingham for an apron 
aisle between seats 
wager of a dollar 
aperture: an opening 
simplicity of the word 
capitulate: to surrender 


annihilate: to destroy 
minutely examined 
designate a place of meeting 
intrinsic value of a thing 
inseparable friends 
itemize your bills always 
pronunciation of a word 
representative government 
employee of the firm 
guarantee these goods 
indebtedness of the company 
erratic in his work 


SPELLING— EXERCISE 32 


umbrella for a rainy day 
inadequate preparation 
mackerel is a fish 
involuntary bankruptcy 
mercerized cotton resembles silk 
extemporaneous speech 
artificial flowers 
certified check 
totally unfit for the purpose 
celerity means swiftness • 
language of the author 
congratulate you on your success 
zinc for a battery cell 


alignment of a typewriter 
anecdote: a short story 
attitude toward his work 
intimidate: to make timid, to 
scare 

plausible reason 
professor of accounting 
remuneration for your services 
amanuensis does clerical work 
mercantile business 
budget of expenses for the year 
irreparable injury 
recipe for a cake 


330 


APPENDIX 


SPELLING— EXERCISE 33 1 


deficient in spelling 
describe what you saw 
competence to live on 
compliance with our request 
conciliate a dissatisfied customer 
conscious of his error 
continuance of your patronage 
cooperate with us 
courageous in battle 
deceit is not commendable 
deficit in the treasury 
definition of a noun 
depth of the water 


designate a place of meeting 
develop one’s strength 
diligence is praiseworthy 
duly certified 
durable cloth 
facial expression 
guidance through the forest 
hesitate for a minute 
hundredth time 
hideous sight 
decide to act at once 
duplicate of the letter 


SPELLING— EXERCISE 34 


quarrel over almost nothing 
elementary mechanics 
conspicuous ability 
verbatim report (word for word) 
cite your authority 
inimitable manner (imitate) 
linoleum for the floor 
indispensable condition 
judgment has been entered against 
defendant debtor 
eligible to the office 
lenient disposition 
currency in payment 
millinery shop 


eliminate errors 
efficient help 
eighty-eighth item 
essential qualities 
existence of a nation 
facsimile of the letter 
financial difficulty 
expense is too great 
the liquidate the firm’s assets 
maintenance of the right 
mechanical toy 
merger of the several firms 
into a corporation 


SPELLING— EXERCISE 35 


obliged to pay 
occasion to criticize 
parallel lines 

periodicals are magazines 
permissible use of words 
persistent efforts 


associate the meaning of two 
words 

auditors of the firm’s books 
available space 
awkward manners 
bulletin of events 


* For directions, see Supplementary Exercise 31 , page 329 . 


APPENDIX 


33 1 


pneumatic tires 
porcelain lining 
potatoes for sale 
appropriation for the building 
architect of the building 
arrears in payment 
assent to the plan of merging the 
two firms 


bargain sale 
nuisance to be abated 
obstacle in the path 
occurrence of a fire 
omission of the apostrophe 
origin of the fire 
pamphlet explaining his views 


SPELLING— EXERCISE 36 1 


benefited by the change 
bureau of information 
calendar for the year 
capital outlay 
abbreviation of a word 
accumulate wealth 
acquaintance of mine 
acquittal by the jury 
adequately repaid 
advertisement of a piano 
accessible information 
aeronaut in his biplane 
alienate his friendship 


all right ( not alright) 
analyze this sentence 
analysis of a problem 
anniversary of the founding 
anxious to do well 
apparatus for the experiment 
privilege of going 
forty-ninth page 
permanent position 
persevere in what is right 
physician should be called 
pleasant manner 


SPELLING— EXERCISE 37 


possession of the property 
apprentice to a carpenter 
approximately correct 
assignment of the firm 
assistance rendered in time 
athletic build 
auxiliary engine 
apparel to wear 
balance of the account 
beneficial exercise 
bituminous coal is soft 
absence of a week 
accede to your request 


accidental occurrence 

accrued interest 

accurate at figures 

acquiesce in the proposed plan 

across the room 

agree with your companions 

allege that a crime was committed 

allegation of the plaintiff 

anthracite coal is hard 

apology for a wrong 

reconcile the bank balance 

traffic is heavy at this season 


1 For directions, see Supplementary Exercise 31 , page 329 . 


332 


APPENDIX 


SPELLING— EXERCISE 38 1 


vertical file for letters 
competitors of our house 
industrial community 
manufacturing ( not manufactoring) 
legible penmanship is an asset 
compromise the matter 
incomprehensible carelessness 
enterprise brings success 
indestructible material 
sensible decision 
advise him what to do 
kiln in which to dry lumber 
manager of the firm ( not manger) 


bankruptcy proceedings 
beneficiary of the life insurance 
collateral security 
cipher means a secret code 
campaign of advertising 
definite instructions 
embezzle the bank’s funds 
erroneous estimate 
facilities for prompt shipment 
gratis means without charge 
hosiery sale 
imagine my surprise 


SPELLING— EXERCISE 39 


extension of time is asked 
discuss the question 
commence work at once 
criticism may be helpful 
fulfil all requirements 
grateful for your assistance 
indorsement of the draft 
equipment of the office 
inevitable consequence 
different methods 
barrel of sugar 
inclosed is our check 
medium for advertising 


linear foot 

identical signatures 

later he retracted his statement 

latter of two things mentioned 

quantity of merchandise 

courtesy always pays 

amount of the invoice 

suspicion of his guilt 

cumulative interest 

address on the letter 

tariff for protection of industries 

embarrassment of the speaker 


1 For directions, see Supplementary Exercise 31, page 329. 


INDEX 


Abbreviations, of titles, 142; of 
state names, 144; objectionable 
in the body of a letter, 1 51-15 2; 
general list, 307 ff. 

-able and -ible, 1 23 
Accent, on first syllable, 102; on 
second syllable, 103; shifted ac- 
cording to meaning, 104 
Accept, except, distinguished, 127 
Acknowledgment, letter of, 178 
Addressing envelopes, 169-170 
Adjectives, 47 ff.; common errors, 
48 ff. 

Adjustment letters, 195 
Adverbs, 47 ff.; most, almost , mostly, 
47; double negative, 48; common 
errors, 48 ff. 

Advertisements, classified, 205; key- 
ing, 205 

Advertising, 198 ff.; right viewpoint, 
198; the four steps, 198; attract- 
ing attention, 200; stimulating in- 
terest, 201; convincing the pros- 
pect, 202; impelling to action, 204; 
classified, 205 
Advertising mediums, 201 
Advise, incorrectly used, 153 
Affect, effect, distinguished, 125 
Agreement, grammatical. See Verb 
and Pronoun 

Almost, distinguished from most and 
mostly, 47 

Alphabetic filing, 293 ff. 

Also, faulty use of, 45 
Ambition, appeal to, in advertise- 
ment writing, 203 


And, excessive use of, 44; confusing 
but with, 44 
And which fault, 46 
Antecedent, uncertain, 33-34 
Antonyms, 117 ff. 

Apostrophe, use of, 84 
Application, letter of, 246 ff. 

Assent, ascent, distinguished, 124 
Attracting attention, in advertise- 
ments, 200; in sales letters by 
letter subject, 208; by strong open- 
ing phrase, 209; by typing de- 
vices, 210; by using short para- 
graphs, 210; by the postscript, 
211 

Balance, criticised, 153 
Balanced sentence, for emphasis, 67 
Bank draft, advantages and dis- 
advantages in making remittances, 
176 

Be, used in resolutions, 18 
Beg to state, criticised, 152 
Blind advertisements, Gentlemen 
used as salutation in reply to, 
146; purpose of, 250 
Block style, of inside address, 140; 
illustration of whole letter in, 162; 
of outside address, 169 ff. 

Body of letter, 150 ff.; opening, 15 1 
ff.; opening sentences criticised, 
152 ff.; closing, 153 
Box file, 299 

Business English, aims, p. 1; im- 
portance, p. 5 

Business expressions, 6 ff.; 31 1 ff. 


333 


334 


INDEX 


Business letter, model with parts 
named, 139 

Business letters, simpler types of, 
1 71 ff.; inquiry, 171; quotation, 
173; order, 174; remittance, 175; 
acknowledgment, 178; credit in- 
formation, 181; collection, 183 ff.; 
claim, 193; adjustment, 195; 
sales, 207 ff.; introduction, 243; 
recommendation, 245; applica- 
tion, 246; questionnaire to a refer- 
ence, 248; transmittal, 283 
Business report, aim, 282; essential 
points of a, 282; form of, 283-284; 
letter of transmittal to accom- 
pany, 283 

By return mail , criticised, 153 

Cablegrams, 271 ff. 

Can , may, distinguished, 22 
Canvas, canvass, distinguished, 124 
Capitals, use of, in items of an 
order, 161 
Card index, 293 
-ceed, -cede, -sede, 122 
Check, advantages and disadvan- 
tages in making remittances, 176; 
certified, 176; cashier’s 176 
-cion, -sion, -tion, 122 
Cipher language, 264 
Circular letters, 231 
Claim letters, 193 ff.; proper tone 
of, 194 

Claims, the adjustment of, 193; 
against common carriers, 193; 
against shippers, 194 
Classified advertisements, 205 
Clearness in the sentence, 55 ff. 
Climax, for emphasis, 66 
Close punctuation, 158 
Closing sentence in letters, weak, 
153; strong, 213 


Code language, 264 
Coherence, in paragraph, 68 
Collection letters, 183 ff.; interval 
between, 184; varying tone, 185; 
illustration of series, 187 ff.; pos- 
sible results, 188 
Colon, use of, 77 
Comma, use of, 78 ff. 

Competitor, treatment of, 2.25 
Complimentary close, 154 
Concrete statements in sales letters, 
value of, 209 

Conjunctions, 43 ff.; superfluous 
and, 44; confusing but with and, 
44; so that, such that, 44; the also 
fault, 45; correlative, 45; the and 
which fault, 46; common errors, 46 
Contents noted, criticised, 152 
Convincing the prospect, methods 
of, 212, 225 

Correspondence supervisor, aims and 
methods of, 237 ff. 

Cost of letters, reducing the unit, 
240 

Council, counsel, consul, distin- 
guished, 124 

Courtesy in business letters. See 
Retaining good will, 179 
Credit, gathering information, 181; 
problems, 181; limitations of, 
183; terms of, 183 
Cross reference, in filing, 295 
Current, currant, distinguished, 124 

Damaged goods, proper adjustment 
in case of, 196 
Dangling participle, 57 
Dash, use of, 81 ff. 

Date line of letter, 138; illustrated, 
16J-164 

Delayed arrival, proper adjustment 
in case of, 196 


INDEX 


335 


Departmental style of letter, illus- 
trated, 164 

Display advertising. See Stimu- 
lating interest , 201 
Don’t, doesn’t, distinguished, 19 
Double negative, 48 
Dunning letter, 188 

Economy, appeal to the sense of, in 
advertisement writing, 203 
Effect, affect, distinguished, 125 
ei, ie, spelling of words with these 
vowels, 1 21 

Either-or, number of verb after sub- 
jects connected by, 14 
Emotional appeal, in advertising, 
202 

Emphasis, in the sentence, 64 ff.; 
in the paragraph, 70; in sales let- 
ters, 209 ff.; illustration of post- 
script for, 222 

English of selling, through adver- 
tising, 198; through sales letters, 
207; through personal solicitation, 
224 

Enjoyment, appeal to the feeling of, 
in advertisement writing, 203 
Envelopes, 167; addressing, 169-170 
Errors listed, verb, 31 ff.; noun and 
pronoun, 40 ff.; preposition, 42 ff.; 
conjunction, 46; adjective and ad- 
verb, 48 ff. 

Esteemed favor, criticised, 152 
Even date, criticised, 152 
Except, accept, distinguished, 127 
Exclamation point, use of, 76 
Express money order, advantages 
and disadvantages in making re- 
mittances, 177 

Favor, criticised as a noun, 152 
Figures for street names, 140 


Filing systems, vertical form of, 291; 
alphabetic, 293; numeric, 293; 
cross reference, 295; subject 
form of, 295; geographic form of, 
296; use of tickler in, 297; follow- 
up, 298; Shannon, 299; box, 
299; flat, 300 

Final sounds, pronunciation of, 99 
Fitting the language to the reader, 2 
Flat file, 300 
Folding the letter, 167 ff. 

Follow-up letters, used in sales by 
mail, 218 ff., 232; keeping a 
record of, 298 

For your information, criticised, 
153 

Form letters, methods of preparing, 
230; kinds: simple, circular, and 
follow-up, 231-232 
Form paragraphs, used in sales 
letters, 232 ff. 

Geographic filing, 296 

Good speech, importance of, 87; 

method of acquiring, 88 ff. 

Good will, importance of retaining, 
179, 224; how valued, 195; how 
built up, 240 
Guide cards, 293 

Hand you our check, criticised, 153 
Have to say, criticised, 153 
Heading of letter, 136; illustrated, 
138, 139, 161-164; second sheet, 
141 

Hektograph, 230 
Here is and here are, 15 
Homonyms to be distinguished, 
124 ff. 

Homonyms, words not properly, 98 
“Human interest” advertising, 202 
Hyphen, use of, 86 


336 


INDEX 


Identification marks, of letter, 157 
ie, ei, spelling of words with these 
vowels, 1 21 

Impelling to action, methods of, 213 

ff. 

Important words, position of, 64 
In re , criticised, 153 
Inclosed herewith please find, criti- 
cised, 153 

Inclosure direction, of letter, 157 
Indented style, of inside address, 
140; illustration of whole letter 
in, 161; of outside address, 169 ff. 
Inducement, in sales letter. Im- 
pelling to action, 213 ff. 

-ing, spelling of words ending in, 1 20 
Inquiry, letter of, 171 
Inside address of letter, 140; block 
and indented styles, 140; street 
names in figures, 140; titles, 142; 
double titles, 143; position of busi- 
ness titles, 143; illustrated, 1 61- 
164; forms for dignitaries and 
officials, 146 ff. 

Instant, going out of use, 152 
Interest, stimulated in advertise- 
ments, 201 ; stimulated in sales 
letters, 21 1 

Interview, preparation for an, 251 
Introduction, letter of, 243 
Introduction of letter. See Inside 
address, 140 
It, indefinite, 34 

Just to hand, criticised, 152 

Keying advertisements, 205 
Kindly, sometimes overworked, 153 

Lay 'lie, distinguished, 20 
Let, leave, distinguished, 22 
Letter, little things that make a 
perfect, 168 


Letter filing, 291 ff.; assigning a file 
number in, 294; finding a letter 
in the numeric form of, 294; cross 
reference in, 295 

Letter form and arrangement, 136 
ff.; stationery, 136; heading, 136; 
model of, 139; indented style of, 
1 61; block style of, 162; official 
style of, 163; departmental style 
of, 164 

Letter parts, illustrated and named, 
139. See also Heading, Saluta- 
tion, etc. 

Letter placing, on sheet, 160; il- 
lustrated, 165 

Letter subject, 140; illustrated, 139; 
departmental style, 164; in sales 
letters, 208 

Letters not to be dropped in pro- 
nunciation, 100 

Little things that make a letter per- 
fect, 168 ff. 

Lose, loose, distinguished, 125 

Mail, classes of domestic, 303; rates 
of postage on, 304; registered, 305; 
insured, 305; C. O. D., 305 

May, can, distinguished, 22 

Message plus, 4 

Mimeograph, 230 

Minutes of a meeting, how kept, 
280 

Model letter, showing various parts 
with names, 139 

Money, methods of sending by mail, 
176-177; by telegraph, 268 

Money order, advantages and dis- 
advantages of the postal, 177; 
express, 177 

Most, almost , mostly, distinguished, 
47 

Multigraph, 230 


INDEX 


Negative suggestion, to be avoided 
in sales letters, 214; in letters of 
application, 250 

Neither-nor, number of verb after 
subjects connected by, 14 
“Nice” expressions, 106 ff. 

Noun errors listed, 40 ff. 

Numeric filing, 293 ff. 

Official style of letter, illustrated, 
163 

Open punctuation, 158 
Opening sentence in letters, weak, 
152; strong, 209 

Or, number of verb after subjects 
connected by, 14 

Oral reports, how prepared and de- 
livered, 88 ff.; topics for, 90, 91, 
105, 131, i*S4, * 74 , 178, 19*1 197 , 
217, 227, 232, 235, 242, 262, 265, 
266, 271, 277, 280, 305 
Order for goods, the essentials of a 
well written, 174; acknowledging 
receipt of, 1 78 
Ordering goods, letter, 174 
-os, - oes , 122 

Outside address, on envelope, 169, 
170 

Over shipment, proper adjustment 
in case of, 196 

Paging a person, 268 
Paragraph, the, 68 ff.; essentials, 68; 
unity, 68; coherence, 68; empha- 
sis, 70; length of, 71; topic sen- 
tence, 72; summarizing sentence, 
73; development methods, 73; 
oral, 74 

Parallel construction, an aid to 
clearness, 59 
Parenthesis, use of, 83 
Parliamentary procedure, 278 ff. 


337 

Particular address, in letters, 145; 
illustrated, 139 

Particular signature, of letter, 157 

Period, use of, 76 

Periodic sentence, for emphasis, 67 

Permit me, criticised, 152 

Phrases to avoid, in applications, 
246 

Please, sometimes overworked, 153 

Positive statements in sales letters, 
value of, 209 

Postage, question of inclosing, 172 

Postal information, 303 ff. 

Postal money order, advantages and 
disadvantages in making remit- 
tance, 177 

Prepositions, common errors, 42 ff. 

Pride, appeal to, in advertisement 
writing, 203 

Principal parts of irregular verbs, 
27 ff. 

Principle, principal, distinguished, 

129 

Pronoun, the, 33 ff.; indefinite they, 
33; they for he, etc., 34; indefinite 
it, 34; case forms of, 34 ff.; errors 
listed, 40 ff. 

Pronunciation, 92 ff.; words not 
homonyms, 98; final sounds, 99; 
silent letters, 100; letters not to 
be dropped, 100; sounds im- 
properly introduced, 100; slurred 
syllables, 101; miscellaneous dif- 
ficulties of, 101; too many sylla- 
bles, 102; first syllable accented, 
102; second syllable accented, 
103; variable accent, 104 

Proof reading, 286 ff.; marks used in, 
287 

Proper names, correct spelling of, 

130 ff.; correct pronunciation of, 
226 


33 § 


INDEX 


Protection, appeal to the sense of, 
in advertisement writing, 203 
Proximo , going out of use, 152 
Punctuation, 76 ff.; period, 76; 
question mark, 76; exclamation 
point, 76; colon, 77; semicolon, 
77; comma, 78; dash, 81; marks 
of parenthesis, 83; apostrophe, 
84; quotation marks, 85; hyphen, 
86 

Punctuation, open and close styles 
in letters, 158 

Question mark, use of, 76 
Quotation, letter giving, 173 
Quotation marks, use of, 8$ 

Raise, rise, distinguished, 21 
“Reason-why” advertising, 202 
Red'd, criticised, 152 
Recent date, criticised, 152 
Recommendation, letter of, 245 ff. 
Reference, indefinite, of they, 33; 
of it, 34 

Reference, letter to a, 248 
Registered letter, advantages and 
disadvantages in making remit- 
tances, 177; fee for, 305 
Remittance, letter of, 175; forms of, 
176 ff. 

Repetition, desirable for emphasis, 
65; sometimes undesirable, 65 
Replying, used to introduce a dan- 
gling participle, 152 
Report writing, 282 ff. 

Route, root, distinguished, 124 

Sales letters, advantages, 207; at- 
tracting attention, 208 ff.; stimu- 
lating interest, 21 1; convincing 
the prospect, 212; impelling to 
action, 213; examples of, 214 ff. 


Salesmanship, 224 ff. 

Salutation, of letter, 145 ff.; in 
the case of officials and digni- 
taries, 146 ff. 

Same, not to be used as a pronoun, 
153 

Second sheet of letter, how headed, 
141 

-sede, -cede, -ceed, 122 
Semicolon, use of, 77 
Sentence, the, 55 ff.; clearness, 55; 
too much included, 55; too little 
included, 56; word order, 56; 
dangling construction, 57; view- 
point, 58; parallel construction, 
59; emphasis, 60; wordiness, 64; 
repetition, 65; climax, 66; bal- 
anced, 67; periodic, 67; varied 
order in, 67 

Shall, will, distinguished, 23 ff. 
Shannon file, 299 

Shortage in shipment, proper ad- 
justment in case of, 196 
Should, would , distinguished, 24 ff. 
Sifting letters of application, 249 
Signature, 155; legal effect of form, 
157; particular signature, 157 
Silent letters, words containing, 100 
-sion,- cion, -tion, 122 
Sit, set, distinguished, 21 
Slurred syllables in pronunciation, 
101 

Sounds improperly introduced in 
pronunciation, 100 
Specific statements in sales letters, 
209 

Spelling, 1 19 ff.; lose, loose, 125; 
effect, affect, 125; then, than, 127; 
except, accept, 127; there, their, 
128; principle, principal, 129; 
proper names, 130 ff. 

Stamp, question of inclosing, 172 


INDEX 


339 


Stamps, advantages and disadvan- 
tages in making remittances, 176 

State , as a verb, usually undesirable 
in business letters, 153 

Stationery, 136 

Stationery, stationary, distinguished, 
124 

Stayed, staid, distinguished, 124 

Street names in figures, 140 

Subject filing, 295 

Summarizing sentence of a para- 
graph, 73 

Superscription. See Addressing en- 
velopes, 168 ff. 

Supervision of correspondence, aims 
of, 237 ff. 

Syllabication, 133 ff. 

Syllable, words accented on first, 
102; words accented on second, 
103 ; words accented on more than 
one, 104 

Syllables, too many in pronuncia- 
tion, 102 

Synonyms, 107 ff.; in applications, 
254; able, 254; account, 107; ad- 
ditional, 1 1 2; adjuster, 108; ag- 
gregate, iii; agreement, 108; al- 
lowance, 107; alternative, 112; 
amount, 108; arbiter, 108; auditor, 
108; bargain, 108; bill, 107; bonus, 
108; brief, iii; bundle, 109; cancel, ' 
108; capable, 254; carton, 109; 
character, 254; choice, 112; cite, 
109; commandeer, 112; compensa- 
tion, 254; competent, 254; com- 
petitor, 1 13; concession, 107; con- 
ciliate, iii; concise, iii; consignee, 

1 13; contract, 108; copy, 107; 
countermand , 108; crate, 109; 

curt, iii; custom, 112; damage, 
109; deduction, 107; deficiency, 112; 
deficit, 1 1 2; demand, 112; de- 


precate, 1 i 1 ; depreciate, in; 
deteriorate, in; detriment, 109; 
discount, 107; duplicate, 107; 
employ, 254; employment, 254; 
estimate, 112; estimation, 112; 
excess, 112; extra, 112; facsimile, 
107; fill, 254; footing, iii; fulfill, 
254; grand total, iii; habit, 112; 
implement, 112; indemnify, 108; 
instrument, 112; inventory, iii; 
invoice, 107; loss, 109; make req- 
uisition for, 112; number, 108; 
occupy, 254; opponent, 113; op- 
tion, 112; parcel, 109; please, in; 
policy, 112; practice, 112; quali- 
fications, in; qualities, in; quan- 
tity, 108; quote, 109; rebate, 107; 
receiver, 113; recipient, 113; re- 
ciprocate, 108; recommendation, 
2 545 re fer to, 109; referee, 108; 
reference, 254; refund, 107; refusal, 
112; reimburse, 108; remuneration, 
254; repay, 108; rescind, 108; 
reward, 108; rival, 113; salary, 
254; sample, 108; satisfy, in; 
scarcity, 112; schedule , in; short- 
age ', 112; solicit , 112; specimen, 
108; statement, 107; stipulation, 
108; subsidy, 108; sum, in; super- 
fluous, 112; surplus, 112; testi- 
monial, 254; tool, 112; total, iii; 
transcript, 107; trustee, 113; uten- 
sil, 112; wages, 254 

Telegrams, clearness essential in, 
260; classes, 261; verification of, 
263; counting the words of, 263; 
cipher and code language in, 264 
ff.; condensing for, 266; confirma- 
tion of, 268; to a person en route, 
268; paging, 268 

Telegraph, money sent by, 268 


340 


INDEX 


Telephone, kinds of instrument, 
272; answering a call, 273; local 
calls, 273; calling large firm 
through private exchange, 274; 
calling through a private secre- 
tary, 274; long distance calls, 
275 

Telephoning a telegram, 276 
Then, than, 127 
There, their, 128 
There is and there are, 15 
They, confusion of he with, 34 
They, indefinite, 33 
Tickler, use of, 297 
-tion, -sion, -cion, 122 
Tone of the letter, depending upon 
the reader, 3; in collections, 185; 
in making a claim, 194; in selling 
by mail, 215 

Topic sentence, development of, 72 
Transmittal, letter of, 283 

Ultimo, going out of use, 152 
Unit cost of letters, reducing, 240 
Unity, in the paragraph, 68 

Valued order, criticised, 152 
Variety. See Undesirable repetition, 

65 

Variety of sentence structure for 
emphasis, 67 

Verb, the, 12 ff.; singular, after 
certain nouns, 12; after singular 
subject with plural modifiers, 12; 
after two subjects taken as one, 
13; plural, after certain nouns, 


13; after relative pronoun with 
plural antecedent, 13; singular or 
plural, after plural nouns, 14; 
after collective expressions, 14; 
after or, either — or, neither — 
nor, 14; after singular nouns, 15; 
with here and there, 15; wrong 
forms, 16; confusion of tenses, 
17; be, is, 18; was, were, 18; don't, 
doesn't, 19; lay, lie, 20; raise, rise, 
21; sit, set, 21; can, may, 22; 
let, leave, 22; shall, will, 23 ff.; 
should, would, 24 ff. 

Verbs, principal parts of irregular, 
27 ff.; common errors, 31 ff. 

Vertical file, four forms of, 291; es- 
sential parts of, 291 ff.; illustrated, 
292 

Viewpoint, change of, a violation of 
clearness, 58 

Waive, wave, distinguished, 124 

Was, were, distinguished, 18 

Will, shall, distinguished, 23 ff. 

Word order, clearness dependent 
upon, 56 

Wordiness, a violation of emphasis, 
64 

Would say, criticised, 152 

Would, should, distinguished, 24 ff. 

“You approach,” 2; in advertising, 
202; in sales letters, 208; example 
of, 216; in oral salesmanship, 225 

Yours, meaning your letter, etc., 
152 


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